Billing Administrative Assistant - Intellectual Property

Gowling WLG; Calgary; Hybrid; CAD 45,000 - 55,000; Full time

Job summary

A prestigious global law firm is seeking a Billing Administrative Assistant to provide administrative support to professionals and coordinate billing processes. The ideal candidate will possess strong attention to detail, prioritization skills, and the ability to thrive in a team environment. This is a maternity leave coverage role ending in January 2027 and offers a hybrid work environment.

Qualifications

• Administrative and basic accounting knowledge is required.
• Experience in a law firm is preferred.
• Strict commitment to confidentiality required.

Responsibilities

• Receive and coordinate pre-bills, invoices, and accounting forms.
• Process foreign associate invoices for payment.
• Maintain client contact system with current information.
• Support the Intellectual Property Group with day-to-day tasks.
• Work with finance team on overdue accounts.

Skills

Attention to detail

Prioritization skills

Strong computer skills

Excellent verbal communication

Interpersonal skills

Problem-solving skills

Organizational skills

Tools

Microsoft Office Suite

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.