Billing Administrative Assistant

Gowling WLG; Calgary; Hybrid; CAD 45,000 - 60,000; Full time

Job summary

A global law firm in Calgary seeks a Billing Administrative Assistant for maternity leave coverage until January 2027. The role involves coordinating invoices and supporting the Intellectual Property Group. The ideal candidate should have administrative knowledge, strong organizational skills, and proficiency in Microsoft Office. A commitment to professionalism and confidentiality is essential. Join a team valued for individual contributions and benefit from a hybrid work environment.

Qualifications

• Experience in a law firm is preferred.
• Ability to handle a varied workload based on finance schedules.
• Strong computer skills required.

Responsibilities

• Receive and coordinate pre-bills, invoices, and accounting forms.
• Process invoices for approval and payment.
• Maintain client contact system up-to-date.

Skills

Administrative and basic accounting knowledge

Proficiency with Microsoft Office Suite

Verbal and written communication skills

Problem solving skills

Interpersonal skills

Organizational skills

Confidentiality and professionalism

Job description

ABOUT GOWLING WLG

At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.

Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.

PROFILE

With unmatched expertise in patents, trademarks, brands and designs, copyright, advertising, Intellectual Property litigation, our Firm has been winning cases for clients around the world for over 125 years. Our Intellectual Property Group offers exceptional representation in a dynamic and competitive market.

Our Billing Administrative Assistant will provide excellent administrative support to our professionals, patent coordinators, and legal administrative assistants. The successful candidate will bring excellent attention to detail, prioritization skills, and thrive in a team environment.

This is a maternity leave coverage role ending in January 2027.

RESPONSIBILITIES

• Receive and coordinate all pre-bills, invoices, write-offs, and accounting forms, including trust transfers and deposits;
• Process foreign associate invoices for approval by professionals and payment;
• Maintain our client contact system with up-to-date information for invoicing purposes and file correspondence;
• Work proactively in the day-to-day support of the Intellectual Property Group ensuring important deadlines are met;
• Work proactively with our finance team in collections of overdue accounts receivable;
• Use initiative and good judgement to relieve the professionals of administrative detail;
• Other duties as assigned.

QUALIFICATIONS

• Administrative and basic accounting knowledge and experience is required;
• Experience in a law firm is preferred;
• Strong computer skills including proficiency with Microsoft Office Suite;
• Excellent verbal and written communication skills;
• Strong problem solving skills, including a proven ability to set priorities and work strategically;
• Excellent interpersonal skills with the ability to work effectively with other staff and professionals;
• Ability to handle a varied workload with heavier workloads at times based on finance schedules and billing cycles;
• Exceptional organizational skills;
• Ability to prioritize and support multiple individuals simultaneously, redefining priorities as required;
• Strict commitment to confidentiality and utmost professionalism.

Gowling WLG employees benefit from a hybrid work environment.

Not sure if you meet all the requirements? If you are excited about this opportunity but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.

While we appreciate all applications received, only those candidates selected for an interview will be contacted.