e-Billing Coordinator

Katten•New York, NY

9d•$65,000 - $70,000•Hybrid

About The Position

Under the general direction of the Director of Financial Systems and the e-Billing Manager, the e-Billing Coordinator is responsible for the key phases of the e-billing process such as the implementation and client onboarding and day-to-day administration of efficient e-billing procedures that include submissions, short payments, troubleshooting rejections, vendor management of timekeepers and annual rate submissions. This position requires heavy client and attorney contact and effective communication. The e-Billing Coordinator maintains professionalism and strict confidentiality in all client and firm matters. Ability and availability to work from November 15th through January 31st preferably with minimum scheduled time off (excluding medical/family emergencies) in order to meet billing, e-Billing and collection deadlines at year-end. Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex). This role requires 2 days of onsite presence each week. Tuesday is required, and the other day can be Wednesday or Thursday. Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor’s degree in liberal arts or accounting is required.
Computer proficient with experience and working knowledge of Excel, Outlook, and MS Word required.
Analytical skills requiring an aptitude for detail and accuracy in order to conduct analysis of complex client e-billing problems, reconciliation of e-billing related issues, ability to multi-task with numerous reports simultaneously.
Exhibit high degree of initiative in order to manage multiple priorities in a fast-paced, deadline-driven, detail-oriented work environment, and ensure work is completed within strict deadlines. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
Excellent interpersonal, verbal and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report/excel format, written correspondence, e-mail, or verbally.
Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data, processing complex client e-billing, preparing various billing reports, reconciling appropriation of account funds, and processing write-offs.
Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to interpret source data, prepare complex client e-billing, identifying block billing, missing task codes, understanding of txt files to fix LEDES files, and perform file maintenance.
Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, facsimile, scanner, etc.
Work occasionally requires more 35 hours per week to perform the essential duties of the position. Ability to work overtime when required at month-end and year-end in order to process heavy volume of client billing.

Nice To Haves

Business internship experience while pursuing an undergraduate degree is desired but not required.
Experience with CMS/Aderant or Elite within a large law firm or professional services firm is highly preferred.

Responsibilities

Coordinate eBilling activities among the Billing team, attorneys, clients, and e-billing vendors, including system setup, testing, and submission of required preliminary data such as timekeeper and matter information.
Maintain an understanding of client-specific e-billing requirements and guidelines to support compliance with Outside Counsel Guidelines (OCGs) and client billing requirements.
Review invoices for compliance with client and vendor billing requirements, identify billing errors prior to submission, and coordinate with the Billing team to resolve issues and minimize rejections and payment delays.
Review client e-billing rates submitted by the Billing and Pricing Operations teams and ensure their timely and accurate implementation within e-billing platforms.
Prepare and maintain documentation for each client's e-billing processes, including submission requirements, special handling instructions, and client-specific guidelines to help reduce invoice rejections, short pays, and payment delays.
Submit electronic invoices through e-billing software and third-party e-billing platforms, monitoring submissions through final client acceptance.
Monitor e-billing platforms daily to identify rejected or pending invoices and coordinate timely resolution with the Billing team, attorneys, clients, and vendors.
Support collection efforts by researching invoice and payment discrepancies and assisting with the resolution of outstanding balances.
Provide responsive, professional customer service to attorneys, clients, vendors, and internal business professionals, ensuring timely resolution of e-billing-related questions and issues.
Build and maintain effective working relationships with attorneys, clients, and the Billing, Accounting, and Collections teams to support efficient billing and e-billing operations.
Assist with the implementation of e-billing process improvements, system enhancements, and departmental initiatives designed to improve workflow and operational efficiency.
Participate in departmental initiatives, special projects, and perform other duties as assigned.