Billing Administrative Assistant - Legal

Gowling WLG; Ottawa; Hybrid; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Billing Administrative Assistant to join their dynamic Intellectual Property department. This role involves coordinating and processing billing functions, ensuring accuracy in invoicing, and liaising with clients and internal teams. The ideal candidate will possess strong administrative skills, a proactive approach, and the ability to thrive in a hybrid work environment. Join a firm that values diversity, equity, and inclusion, and be part of a team that is committed to delivering outstanding client service while fostering personal and professional growth.

Qualifications

• Minimum of 3 years experience in an administrative role; billing experience is an asset.
• Professional communication skills with clients and internal teams.

Responsibilities

• Request and process all pre-bills, ensuring accuracy of details.
• Liaise with accounting and accounts receivable teams on payment collection.

Skills

Administrative Skills

Billing Experience

Communication Skills

Time Management

Confidentiality Handling

Education

Post-secondary Diploma

Tools

Microsoft 365

Outlook

Excel

Aderant

iManage

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 delivering outstanding client service.

Employee satisfaction is important to us. We work hard to ensure 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 integral to our firm’s core values. We strive to build a more equitable, engaging, and rewarding workplace by attracting and retaining talented individuals from diverse backgrounds, cultures, and experiences. Our goal is to help everyone reach their full potential and achieve their personal and professional goals.

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

PROFILE

The Ottawa office is currently recruiting for a Billing Administrative Assistant to coordinate and process all billing functions for professionals in the Intellectual Property department. The ideal candidate should be proactive, have a strong work ethic, and be able to work effectively both independently and as part of a team.

RESPONSIBILITIES

1. Request and process all pre-bills, ensuring accuracy of details.
2. Review and edit text narratives in dockets for accuracy.
3. Provide regular invoicing to clients and process accordingly.
4. Make necessary amendments to bills and submit for invoice production. Review final copies and submit to professionals for signing and distribution via mail or email.
5. Review, code, and obtain approval for invoices; scan and save into the system.
6. Ensure client contact information is current in all systems.
7. Receive incoming payments, process trusts and refunds from future transaction deposits.
8. Liaise with accounting and accounts receivable teams on payment collection and follow-up with clients on billing requirements.
9. Process trust cheque requisitions.
10. Perform other duties as required.

QUALIFICATIONS

• Post-secondary diploma.
• Minimum of 3 years experience in an administrative role; billing experience is an asset.
• Professional and efficient communication skills with clients, external contacts, and internal teams.
• Discretion when handling confidential information.
• Ability to work independently and in a team environment.
• Produce high-quality work, occasionally under tight deadlines.
• Ability to prioritize and adapt to changing priorities.
• Handle stress professionally.
• Proficiency with Microsoft 365, Outlook, Excel; knowledge of Aderant, iManage, or similar systems is an asset.

Gowling WLG offers a hybrid work environment.

If you are interested but do not meet all qualifications, we encourage you to apply. You may be suitable for this or other roles.

We are committed to diversity and inclusion. If you require accommodations during the recruitment process, please let us know.

While we appreciate all applications, only shortlisted candidates will be contacted for an interview.