Legal Billing Specialist

Legal Billing Specialist

Location: New York, NY – Midtown Manhattan

Organization: An International Law Firm

Compensation: Base salary up to $95K based on related experience plus paid overtime; Medical and Dental Coverage; Paid Time Off; 401K; Savings Accounts; Transit; All Firm Amenities; Exceptional Work Environment and Firm Culture.

Essential Functions:

• Perform client billing and collection activities for assigned clients in a timely manner
• Monitor aging of unbilled fees for assigned partners and/or clients
• Monitor and manage outstanding accounts receivable, unapplied funds and collection efforts
• Meet with the Billing Manager, Senior Billing Coordinators, and/or partners to discuss monthly billing, outstanding invoices and strategy for collections
• Generate Proformas for each assigned partner at the beginning of each month, after the time entry deadline
• Prepare billing packages for each assigned partner (i.e. draft cover letters, invoices, etc.)
• Review Proformas for misallocated time and ensure time entries are in accordance with client policy
• Communicate new/changes in client policies to timekeepers
• Edit draft invoices based on partners’ mark-up, including: Write-offs, in accordance with firm policies/procedures
• Time/cost transfers; investigate the appropriateness of where entries should be billed
• Time entry narrative changes with respect to additions, corrections, deletions
• Verify client-specific rate accommodations and if necessary, apply approved discounts to the face of the invoices; keep track of volume discounts based on thresholds reached
• Pull back-up of costs to include with final invoices based on a client’s billing requirements
• Generate billing variance reports and write-off reports; acquire appropriate write-off approvals based on write-off amount thresholds
• Establish working relationships with e-billing site vendors; make certain all timekeepers and rates are up-to-date on the sites; submit timekeepers and rates for approval as needed
• Ensure three-way communications between e-billing site, client and the Firm (as the e-billing site processes invoices based on the Clients’ Outside Counsel Billing Guidelines)
• Track status of bills submitted, identify issues, and work to address rejections and reductions as they arise
• Monitor payment of assigned clients’ accounts receivable and coordinate collection efforts
• Collaborate with Billing and Collection Committee members and/or Financial Managers to coordinate billing and collection efforts
• Provide assistance to partners and clients regarding outstanding and/or short paid invoices
• Communicate situations as they arise that may require follow-up, such as rate issues, delays in billing, difficult requests, etc.

Requirements:

• Bachelor’s Degree is required
• 2 years of related legal billing experience in a law firm or professional services company
• MS Office with emphasis on Word and Excel
• Elite 3E and/or Aderant experience highly preferred
• Ability to multitask and prioritize
• Interpersonal skills in order to work effectively within a team environment, as well as independently
• Ability to adapt to new assignments and deadlines in a fast-paced, highly demanding environment