Client Billing Coordinator

Baker Botts•Houston, TX

5d•Remote

About The Position

Baker Botts is seeking a Client Billing Coordinator to join the Financial Services – Client Billing team. The role supports the Client Billing Manager by providing billing services and information to lawyers, staff, and firm leadership to help ensure accurate and timely client billing. It handles general billing functions and supervises client billing staff within the assigned office, including staff located in other offices. This is a firmwide, full-time, fully remote, non-exempt position reporting to the Client Billing Manager. The coordinator manages the client billing cycle, maintains billing records and client/matter information, coordinates electronic invoicing, prepares billing and accounts receivable reports, communicates with Partners and other firm personnel, and helps resolve billing issues. The role also oversees staff workflow and performance, provides training and coaching, and helps improve billing processes. The work is fully remote, with occasional office travel permitted after notifying management. Standard hours are between 10:30 a.m. and 7:00 p.m. Central Time, or as outlined in the Firm policy manual. Overtime may be required beyond 37.5 hours per week, and schedule flexibility may be needed to meet business and client needs. Physical requirements include remaining seated for extended periods, including at least one hour without a break, while handling time constraints, frequent interruptions, and high-pressure situations.

Requirements

Strong organizational and analytical abilities, including the ability to prioritize multiple tasks, meet deadlines, and perform work requiring advanced analytical skills.
Solid proficiency with general computer applications.
Effective oral and written communication skills for internal and external interactions.
Sound independent judgment, strict adherence to confidentiality requirements, and the ability to work proactively and independently.
Ability to produce accurate, well-organized, professionally presented work and maintain collaborative, professional relationships with colleagues, management, and other Firm personnel.
Interpersonal skills to communicate effectively in person, by email, and by telephone; follow instructions from attorneys, clients, staff, and external professionals; and provide courteous, service-oriented support.
Ability to supervise staff located in other office locations.

Nice To Haves

Experience with Aderant.
Two to three years of relevant experience in a legal or accounting environment.

Responsibilities

Manage client billing from start to finish, including processing invoices in billing software, distributing monthly prebills and reports, reviewing and correcting prebills, and generating final invoices.
Meet established KPIs, maintain an accurate and current billing inventory, and promptly escalate outstanding issues.
Maintain complete and accurate client billing records and client/matter information, including addresses, rate structures, and billing templates.
Coordinate electronic invoicing, transmit invoices, and resolve issues in a timely manner.
Prepare invoice write-off forms at the direction of billing attorneys and provide reports and analyses of billing activity and historical data.
Communicate with Partners about billing inventory, matter progress, outstanding receivables, and client-specific billing requirements; advise on billing actions and potential collection issues.
Respond to inquiries, troubleshoot issues, and handle special requests from attorneys, paralegals, and administrative staff.
Collaborate with Rates Control to implement, update, and maintain client-matter rate structures and cost exceptions in accordance with instructions, client guidelines, and Firm policies.
Prepare aged accounts receivable reports and respond to client-related A/R audit inquiries.
Maintain documentation for special fee allocations that record additional collections attributable to timekeepers assigned to clients or matters.
Monitor team performance against KPI targets and coach, guide, and support staff.
Oversee daily workflow, assign tasks, resolve work-related issues, and ensure adherence to billing procedures and Firm policies.
Review team output for accuracy, completeness, and compliance; track workload and capacity, identify bottlenecks, and adjust assignments to meet deadlines.
Train new and existing staff on billing procedures, software updates, e-billing requirements, and best practices; communicate with partner offices and follow up on outstanding prebills.
Escalate unresolved issues, identify process gaps, recommend improvements, and help implement workflow enhancements.
Approve weekly timecards, conduct bi-monthly one-on-one check-ins with Billing Staff, and participate in annual performance evaluations and staff development.
Perform additional responsibilities and projects as assigned.