Legal Billing Coordinator (Billing Specialist)

RR Donnelley•Remote, OR

4h•$52,000 - $76,900•Remote

About The Position

This role Manages full - cycle billing for 10 - 15 attorneys, serving as their trusted resource on invoicing. It requires experience with effective communication with attorneys and staff as the subject matter expert in billing matters. The ability to resolve complex billing issues by collaborating with Billing Attorneys and clients is essential. Experience with Aderant software from prebill prep through final invoice submission is needed, along with a working knowledge of Aderant, Elite, or comparable legal billing software. Experience working with clients in different time zones is also required. The position is 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. The role involves handling a heavy volume of highly complex e-submission assignments for key corporate clients, ensuring all client guidelines, internal protocol, and firm's guidelines are followed during the submission process. The Legal Billing Coordinator acts as a liaison between billing attorney/secretarial staff, and clients' staff assigned to electronic billing by providing expert-level subject matter support. They will populate, maintain, and update data for assigned clients in the billing system and clients' external web applications, ensuring all relevant information is updated and correlated in the firm's billing system. The role also includes executing accruals, budgets, and information and data requests. Working collaboratively with the 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 is part of the responsibilities. Performing ad hoc analyses of complex client accounts regarding collections, rates, and reduced and rejected invoices is also required. Additionally, the role involves conducting time and absence for direct reports, ensuring system accuracy and compliance with timekeeping policies and procedures. Communication with direct reports, manager, and client on job or deadline issues is crucial, as is immediately escalating operational problems or issues to the Supervisor or Manager. The coordinator will handle client concerns and problem-solve resolutions in accordance with policies and procedures, ensuring the team provides outstanding service to clients while building strong customer relationships. Producing required reports on schedule, assisting the team in completing more complex jobs, and conducting and overseeing the quality assurance process to maintain an efficient workflow and assure client satisfaction are also key duties. Monitoring workflow to ensure jobs are completed efficiently, accurately, and within deadlines, and ensuring the team follows standard operating procedures are essential. Training new employees on policies and procedures and maintaining all logs and reporting documentation as required are also part of the role.

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 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.

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.
Serves as a trusted resource on invoicing for attorneys.
Communicates effectively with attorneys and staff as the subject matter expert in billing matters.
Resolves complex billing issues by collaborating with Billing Attorneys and clients.
Handles the timely submission of electronic invoices and accruals to clients on a monthly basis.
Oversees the transition of clients to e-billing and provides follow-up support.
Manages heavy volume of complex e-submission assignments for key corporate clients.
Ensures adherence to client guidelines, internal protocol, and firm guidelines during submission.
Acts as a liaison between billing attorney/secretarial staff and clients' staff for electronic billing.
Populates, maintains, and updates client data in the billing system and external web applications.
Executes accruals, budgets, and information/data requests.
Collaborates with the department supervisor to support e-billing systems (user accounts, passwords, security levels, budgets, reports, matter profiles).
Performs ad hoc analyses of complex client accounts.
Conducts time and absence tracking for direct reports.
Communicates with direct reports, manager, and client on job or deadline issues.
Escalates operational problems or issues to Supervisor or Manager.
Handles client concerns and problem-solves resolutions.
Ensures the team provides outstanding service and builds strong customer relationships.
Produces required reports on schedule.
Assists the team in completing more complex jobs.
Conducts and oversees quality assurance processes.
Monitors workflow for efficiency, accuracy, and adherence to deadlines.
Ensures team follows standard operating procedures.
Trains new employees on policies and procedures.
Maintains all logs and reporting documentation.