Billing Clerk

Smart Biggar; Ottawa; On-site; CAD 47,000 - 57,000; Full time

Job summary

Smart & Biggar is currently looking for Billing Clerks to join our National Finance Team. We are hiring for permanent and fixed-term contracts (minimum 12 months), including roles requiring bilingualism (English/French) as well as roles where bilingualism is not required.

This role is ideal for a detail-oriented, collaborative professional focused on accuracy and client service. The Billing Clerk is responsible for the end-to-end billing process, including invoice preparation, e-billing

Qualifications

• Post-secondary education in Accounting, Finance, or a related field is considered an asset
• 1+ years of relevant billing or administrative experience, preferably in professional services
• Bilingualism (French and English, both written and spoken) is required for Montréal-based roles, as the firm serves a predominantly international clientele whose primary language of communication is English
• Experience with e-billing platforms; 3E Elite or E-Billing Hub is an asset
• Proficiency in MS Office, particularly Excel
• Strong attention to detail and ability to manage competing priorities
• Effective communication, problem-solving, and organizational skills
• Ability to work independently in a deadline-driven environment

Responsibilities

• Prepare, review, and issue client invoices in accordance with firm policies and DOA requirements
• Generate and distribute proformas for review and approval
• Submit invoices via e-billing systems and client portals, ensuring accuracy and compliance with client requirements
• Monitor invoice status, investigate rejections or reductions, and take appropriate action to resolve issues
• Communicate with internal and external clients to resolve billing discrepancies and obtain missing information
• Collaborate with practitioners to review WIP and support timely billing
• Process billing adjustments, write-offs, transfers, and reissued invoices as authorized
• Maintain accurate billing profiles, client instructions, and supporting documentation
• Respond promptly and professionally to billing inquiries, assessing urgency and determining next steps
• Assist with month-end and year-end billing activities, accruals, and reporting requirements
• Perform other finance/administrative tasks related to billing as assigned

Skills

Billing experience

Bilingual English/French

Attention to detail

Communication skills

Time management

Education

Post-secondary education in Accounting/Finance

Tools

3E Elite

E-Billing Hub

MS Excel

Job description

What We Do

Smart & Biggar has been at the forefront of intellectual property (IP) and technology law for over 125 years. We practice in every area of IP on behalf of an exceptional international clientele, and we are consistently ranked as Canada’s leading IP firm. We are committed to hiring people with different backgrounds and experience, who represent the best talent in their field.

Smart & Biggar has been at the forefront of intellectual property (IP) and technology law for over 125 years. We practice in every area of IP on behalf of an exceptional international clientele, and we are consistently ranked as Canada’s leading IP firm. We are committed to hiring people with different backgrounds and experience, who represent the best talent in their field. We are part of the IPH Group. IPH Limited is the holding company for intellectual property (“IP”) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of over 1,200 people in Australia, Canada, China, Hong Kong SAR, Indonesia, Malaysia, New Zealand, Singapore, and Thailand. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organizations, SMEs, and professional services firms worldwide.

The Opportunity

Smart & Biggar is currently looking for Billing Clerks to join our National Finance Team. We are hiring for a variety of permanent and fixed-term contract opportunities (minimum 12-month term), including roles requiring bilingualism (English/French) as well as roles where bilingualism is not required. This role is ideal for a detail-oriented, collaborative professional focused on accuracy and client service. The Billing Clerk is responsible for the end-to-end billing process, including invoice preparation, e-billing submissions, WIP management, and resolving billing inquiries across a national portfolio. These roles will fill new vacancies.

Responsibilities

• Prepare, review, and issue client invoices in accordance with firm policies and Delegation of Authority (DOA) requirements
• Generate and distribute proformas for review and approval
• Submit invoices via e-billing systems and client portals, ensuring accuracy and compliance with client requirements
• Monitor invoice status, investigate rejections or reductions, and take appropriate action to resolve issues
• Communicate with internal and external clients to resolve billing discrepancies and obtain missing information
• Collaborate with practitioners to review WIP and support timely billing
• Process billing adjustments, write-offs, transfers, and reissued invoices as authorized
• Maintain accurate billing profiles, client instructions, and supporting documentation
• Respond promptly and professionally to billing inquiries, assessing urgency and determining next steps
• Assist with month-end and year-end billing activities, accruals, and reporting requirements
• Perform other finance/administrative tasks related to billing as assigned

Qualifications, Competencies And Experience

• Post-secondary education in Accounting, Finance, or a related field is considered an asset
• 1+ years of relevant billing or administrative experience, preferably in professional services
• Bilingualism (French and English, both written and spoken) is required for Montréal-based roles, as the firm serves a predominantly international clientele whose primary language of communication is English
• Experience with e-billing platforms; 3E Elite or E-Billing Hub is an asset
• Proficiency in MS Office, particularly Excel
• Strong attention to detail and ability to manage competing priorities
• Effective communication, problem-solving, and organizational skills
• Ability to work independently in a deadline-driven environment

Compensation

The base salary for this role will be positioned between $47,000 - $57,000 taking into consideration factors such as location, job-related knowledge, prior experience, qualifications, and internal equity.

Our recruitment process uses AI-enabled tools to assist with the assessment of applications based on job-related criteria. These tools do not make the final decisions. All decisions related to screening, interviewing and selection are made by our Talent Acquisition and hiring teams.

Smart & Biggar is a proud member of the Law Firm Diversity and Inclusion Network (LFDIN), working to promote diversity and encourage a culture of inclusion in our Firm and the broader legal profession.

We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.