Client Billing Coordinator

Baker Botts•Houston, TX

3d•Remote

About The Position

Baker Botts is seeking a Client Billing Coordinator to join its 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 in the assigned office, including staff in other offices. This is a firmwide, full-time, fully remote, non-exempt position reporting to the Client Billing Manager. The coordinator manages client billing from start to finish, maintains billing records and client and matter information, coordinates electronic invoicing, prepares reports and analyses, and communicates with Partners about billing activity and potential collection issues. The role also oversees staff workflow and performance, trains staff, approves timecards, and helps improve billing processes. The standard schedule is a five-day workweek, with hours between 10:30 AM and 7:00 PM CT or as outlined in the Firm policy manual. Overtime may be required beyond 37.5 hours per week, and flexibility may be needed to meet business and client needs. The role is fully remote; occasional office travel is permitted with prior notification to management. Physical requirements include remaining seated for extended periods, including at least one hour without a break, and performing essential duties amid time constraints, frequent interruptions, and high-pressure situations while maintaining professionalism, accuracy, and sound judgment.

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.
Consistently produce accurate, well-organized, professionally presented work and maintain collaborative, professional relationships with colleagues, management, and other Firm personnel.
Ability 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 client invoices.
Meet established KPIs, maintain an accurate and current billing inventory, and promptly escalate outstanding issues through appropriate channels.
Maintain complete and accurate client billing records and client/matter information in the billing system, 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 detailed reports and analyses of client billing activity and historical data.
Communicate with Partners about billing inventory, matter progress, outstanding receivables, and client-specific billing requirements; advise on appropriate 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 attorney/client instructions, client guidelines, and Firm policies.
Prepare aged accounts receivable reports and respond accurately and promptly to client-related A/R audit inquiries.
Maintain documentation for special fee allocations to record additional collections attributable to timekeepers assigned to clients or matters.
Monitor team performance against KPI targets and coach, guide, and support staff to ensure accurate and timely completion of work.
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 with billing guidelines and client requirements; 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; maintain communication 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.