Senior Billing Specialist

Vedder Careers • Chicago, IL

9d • Hybrid

About The Position

Vedder’s Chicago office is seeking a Senior Billing Specialist to support a portfolio of shareholders through monthly billing cycles. The role ensures client invoices are issued accurately and on time and works closely with shareholders, department managers, the accounting team, and clients to provide superior service. It includes updating rates, managing split-billing credit allocation, following up on work in progress (WIP), resolving problems, providing critical information, and driving process improvements.

The Senior Billing Specialist manages high-volume and complex client billing relationships, including intricate billing arrangements, and advises attorneys on billing matters. The position also supports training and mentoring, prepares reports and analysis, maintains billing-related administrative responsibilities, and may assist with court exhibit documentation and special projects. The role requires working under pressure to meet strict deadlines and may require overtime during the Firm’s fiscal and calendar year-end.

Requirements

• At least 5 years of billing experience in a law firm environment.
• Proficiency with billing software such as Elite, 3E, or E-Billing Hub and with Microsoft Office.
• Ability to manage large and complex billing arrangements while ensuring high quality and customer service.
• Ability to work under pressure and meet strict deadlines.
• Good analytical and problem-solving skills and an understanding of accounting best practices.
• Knowledge of E-Billing Hub and different e-billing platforms.
• Strong verbal and written communication skills and excellent organizational skills.
• Ability to prioritize and multitask in a fast-paced environment.
• Ability to handle confidential information discreetly and professionally.
• Strong attention to detail.
• Ability to meet deadlines and use time efficiently.
• Good common sense and sound judgment.
• Ability to work independently and demonstrate initiative.
• Ability to work overtime during the Firm’s fiscal and calendar year-end.
• Ability to work effectively as a team member and participate in special projects.
• Bachelor’s degree preferred.

Nice To Haves

• Elite/3E accounting software experience preferred.
• Bachelor’s degree preferred.

Responsibilities

• Review and bill attorney hours and disbursements to clients.
• Review and edit pro formas in response to attorney and secretary requests.
• Apply retainers and unallocated funds as directed by attorneys; enter and apply BOA charges.
• Process write-offs in accordance with Firm policy.
• Execute complex bills in a timely manner.
• Train and mentor new employees and less experienced billing staff.
• Manage billing operations for high-volume and complex client relationships, including intricate billing arrangements, and advise attorneys on billing matters.
• Monitor and manage WIP and accounts receivable assignments.
• Update rates and split-billing credit allocations in the 3E System.
• Maintain administrative responsibilities, including rate updates, electronic submissions and appeals, and unallocated balances.
• Communicate effectively with attorneys, secretaries, and clients.
• Ensure billing cycles are handled efficiently and accurately.
• Research, analyze, and respond to inquiries regarding billing, split-billing credit allocation, and rate issues.
• Create billing reports and spreadsheets for analysis and generate requested reports.
• Assist in preparing documentation for court exhibits as needed.
• Complete special projects as assigned.
• Identify opportunities to improve processes and work with shareholders and management to implement improvements.
• Monitor new processes and workflows to ensure their effectiveness.

Benefits

• Discretionary annual bonus program.
• Discretionary profit sharing and 401(k) matching.
• Health, dental, and vision plans.
• Optional health savings and flexible spending accounts.
• Firm-paid life and disability benefits.
• Wellness programs.
• Vacation days, paid holidays, sick time, and personal days.
• Firm-provided training programs and opportunities for continuous learning and career growth.
• Anniversary and Vedder Praise employee recognition programs.
• Hybrid work model and family-friendly policies.
• Employee discount program.
• Pre-tax commuter benefits.
• Backup child and elder care.
• Employee Assistance Program (EAP).
• Fitness center discounts.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior