Legal Billing Coordinator (Billing Specialist)

RR Donnelley•Warrenville, IL

3h•$52,000 - $76,900•Remote

About The Position

Williams Lea by RRD is seeking a Legal Billing Coordinator (Billing Specialist) to manage full-cycle billing for 10-15 attorneys. This role serves as a trusted resource for attorneys and staff on invoicing matters, requiring effective communication and the ability to resolve complex billing issues by collaborating with billing attorneys and clients. The position involves managing the timely submission of electronic invoices and accruals, overseeing the transition of clients to e-billing, and providing follow-up support. The coordinator will handle a high volume of complex e-submission assignments for key corporate clients, ensuring adherence to all client, internal, and firm guidelines. They will act as a liaison between billing attorneys, secretarial staff, and clients' electronic billing staff, providing expert subject matter support. The role also includes populating, maintaining, and updating client data in the billing system and external web applications, executing accruals, budgets, and data requests, and collaborating with the department supervisor to support e-billing systems. Additionally, the coordinator will perform ad hoc analyses of client accounts, conduct time and absence tracking for direct reports, communicate job or deadline issues, and escalate operational problems as needed. The role requires handling client concerns, problem-solving resolutions, ensuring outstanding service, building strong customer relationships, producing required reports, assisting the team with complex jobs, overseeing quality assurance, monitoring workflow, ensuring adherence to standard operating procedures, training new employees, and maintaining logs and reporting documentation.

Requirements

Minimum of four years of billing experience in a law firm or professional organization required.
Experience leading employees in areas of process and policy adherence and time and absence tracking.
Experience curating workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
Strong computer and problem-solving skills required.
Familiar with procedures, software and equipment related to e-billing.
Ability to cultivate and maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
Attention to detail with emphasis on accuracy and quality.
Ability to handle sensitive and/or confidential documents and information.
Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures.
Excellent problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced, team environment.
Ability to work overtime as needed during peak or critical periods.
Hands on familiarity with multiple e-billing vendor systems and outside counsel guidelines.
Experience with Aderant software from prebill prep through final invoice submission.
Working knowledge of Aderant, Elite, or comparable legal billing software.
Experience working with clients in different time zones needed.

Nice To Haves

Associate’s or bachelor’s degree preferred with concentration in Business, Accounting, or Finance. Commensurate experience may be considered in lieu of education, based upon candidate’s overall employment history.
Five years or more of billing experience preferred.
Experience with Aderant or Elite/Elite 3E and/or business intelligence products strongly preferred.

Responsibilities

Manages full-cycle billing for 10-15 attorneys, serving as their trusted resource on invoicing.
Experience with effective communication with attorneys and staff as the subject matter expert in billing matters.
Ability to resolve complex billing issues by collaborating with Billing Attorney and clients.
Responsible for the timely submission of electronic invoices and accruals to clients on a monthly basis.
Overseeing the transition of clients to e-billing, and providing follow-up support to attorneys and clients in all aspects related to electronic billing.
Handle heavy volume of highly complex e-submission assignments for key corporate clients; ensure all client guidelines, internal protocol, and firm's guidelines are followed during submission process.
Act as liaison between billing attorney/secretarial staff, and clients' staff assigned to electronic billing by providing expert level subject matter support.
Populate, maintain, and update data for assigned clients in the billing system and clients' external web applications; ensure all relevant information is updated and correlated in the firm's billing system.
Execute accruals, budgets, and information and data requests.
Work collaboratively with department's supervisor to support e-billing systems by adding/removing user accounts, resetting passwords, assigning proper security levels, entering budgets, status reports, and matter profiles in various sub-systems.
Perform ad hoc analyses of complex client accounts regarding collections, rates, and reduced and rejected invoices.
Conduct time and absence for direct reports, including ensuring system accuracy and compliance with timekeeping policies and procedures.
Communicate with direct reports, manager and client on job or deadline issues.
Immediately escalate operational problems or issues to Supervisor or Manager.
Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures.
Ensure team provides outstanding service to client, while building strong customer relationships.
Produce required reports on schedule.
Assist the team in completing more complex jobs.
Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction.
Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
Make sure team follows standard operating procedures.
Train new employees on policies and procedures.
Maintain all logs and reporting documentation as required.