What are the responsibilities and job description for the Client Billing Coordinator position at Baker Botts?

Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking a Client Billing Coordinator. The position will assist the Client Billing Manager in providing the necessary services and information to lawyers, staff and firm to produce accurate and timely billing. Perform all duties related to General Billing and supervising client billing staff in assigned office. This firmwide, fully remote, exempt position may be resident in any U.S. location and reports to the Client Billing Manager.

Essential Duties and Responsibilities

General

Perform duties related to client billing invoice processing utilizing computerized client billing software packages within established billing guidelines.
Review and make necessary corrections on prebills; generate invoice that is submitted to clients for payment.
Answer billing related questions, telephone calls with clients on billing issues as they arise, address billing team needs and requests, assist other office locations with same, and handle client ebill issues and uploads or issues.
Discuss special needs billing with billing timekeeper, follow through, and make certain that billing staff follows directives (convert invoices to word for cosmetic changes at client's request, special line entry of some sort, discounts...)
Work with the Rates Control team for set up and maintenance of client matter rates and cost exceptions as directed by billing lawyer.
Disseminate monthly prebills and run reports as requested by attorneys and staff.
Work with multiple e-billing systems with accuracy.
Maintenance of client records for electronic invoice submission.
Maintenance of client task / activity codes as directed by billing attorney / secretary and resolve task / activity code issues.
Transmit invoices and resolve issues that arise from electronic invoice process.
Request new matters be opened for ebill clients through secretary or client.
Bill and upload or email out bills, prepare backup for ebills, and revise bills as requested by attorney.
Upload into e-billing systems such request by clients.
Assist attorneys / secretaries with ebill compliance questions.
Assist with time entry issues associated with Intapp time entry converted to Aderant (late time, wrong client / matter, hours).
Assist attorneys with report requests regarding client billing activities and history.
Respond to questions, issues, and special requests from attorneys, paralegals and secretaries.
Prepare trust / unallocated / payment applications of funds forms as requested.
Inquire or assist clients on payment issues.
Assist A / R supervisor with A / R inquiries as requested.
Provide reports, spreadsheets, and documents, as requested.
Provide monthly unbilled time estimates spreadsheets to clients and billing attorneys as requested.
Supervise, manage and coach client billing staff to ensure timely quality work and help them grow into better employees. This includes but is not limited to the following : Approve weekly timecards, monitor workflow of staff; resolve work-related issues; conduct periodic one-on-one meetings with individual staff and annual performance evaluations
Other tasks as assigned by Manager.

Qualifications

High school diploma or equivalent required; some college a plus.

Two to three years of on-the-job related billing experience in a legal / accounting environment is required.

Basic knowledge of accounting principles and understanding of internal controls; some college business related courses and Aderant experience is desirable.

Must have basic level MS Excel, Word and Outlook skill, preferable and general computer knowledge.

Must be detail oriented and accurate; must be able to produce a neat and accurate work product.

The ability to respond to requests requiring analysis of client billing histories and other basic financial analyses is required.

Must have strong written and verbal communication skill in order to communicate effectively both internally and externally.

Must behave professionally at all times and maintain a customer-service focus.

Must demonstrate sound judgement and work effectively and collaboratively with subordinates, peers and firm management.

Ability to organize and prioritize numerous tasks and complete them in prescribed deadlines.

Ability to maintain confidential information.

Must be a strong self-starter.

Must be able to supervise staff working in other locations.

Extent of Contact (Within and outside the Firm)

This position requires contact with individuals within the firm as follows :

Interpersonal skills necessary in order to communicate effectively in person, by e-mail and telephone.

Must be able to follow instructions effectively from a diverse group of attorneys, clients, staff and other outside professionals to provide information in a friendly and professional demeanor.

Physical Demands

Must be able to work for at least 1 hour without a break

Requires heavy data entry skills.

Must be able to sit for extended periods.

Working Condition and Environment

Position is remote. Must have ability to work and supervise remotely.

Overtime is required as work occasionally requires more than 37.50 hours per week to perform the essential duties of the position.

Position is full-time and requires a five-day work week and standard hours as outlined in the Firm policy manual. Must be flexible and able to work additional hours as necessary.

Ability to work well in high pressure environments.

Must be able to perform essential duties of the position with time constraints and frequent interruptions.

For positions based in the Washington D.C. office of Baker Botts L.L.P., the salary range is $76,000 - $95,000.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.

Salary : $76,000 - $95,000

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