Billing Coordinator

Fasken; Ottawa; On-site; CAD 60,000 - 70,000; Full time

Job summary

Fasken is seeking a Billing Coordinator in Ottawa to support a portfolio of lawyers with accurate and timely invoices. You will draft, process, and finalize client billings, respond to inquiries, and partner with lawyers, assistants and finance to meet billing objectives while maintaining confidentiality.

The role requires a post-secondary accounting credential and 3–5 years of billing or accounting experience, preferably in professional services, with Advanced Excel and familiarity with Elite

Qualifications

• Post-secondary diploma or degree in Accounting.
• 3–5 years of related billing or accounting experience.
• Experience in a professional services environment is preferred.
• Strong Excel, Word and Outlook skills with attention to detail.

Responsibilities

• Prepare, process, and finalize client billings for assigned lawyers.
• Process draft accounts for lawyer review and electronic signature.
• Finalize and cancel invoices, including credit notes and bill cancellations.
• Prepare and distribute monthly pro-formas in electronic and PDF format.
• Respond professionally to billing inquiries from lawyers and assistants.
• Complete billing adjustments and WIP transfers.
• Revalue WIP for currency fluctuations and rate changes.
• Perform billing analysis to ensure timely invoicing.
• Assist with year-end audit activities and inquiries.
• Support billing process improvements and collaborate with Finance.

Skills

Advanced Excel

MS Office

Billing systems

Analytical skills

Communication

Education

Accounting diploma/degree

Tools

Elite 3E

Job description

The Billing Coordinator reports to the Manager, Billing and provides professional, accurate, and timely billing support for a portfolio of lawyers. Responsibilities include drafting, processing, analyzing, and finalizing invoices, responding to billing inquiries, and partnering with lawyers, legal assistants, and finance team members to support firm billing objectives while ensuring accuracy, compliance, confidentiality, and strong relationships. Hours of work are from 9:00 a.m. to 5:00 p.m. ET, with occasional pre‑authorized overtime required.

Primary Responsibilities

• Prepare, process, and finalize client billings for an assigned portfolio of lawyers.
• Process draft accounts for lawyer review and electronic signature.
• Finalize and cancel invoices, including processing partial credit notes and bill cancellations.
• Prepare and distribute monthly pro‑formas in electronic and PDF format.
• Respond professionally and accurately to billing‑related inquiries from lawyers and legal assistants.
• Complete billing adjustments, including write‑offs and transfers of work in progress (WIP).
• Revalue WIP for currency fluctuations and rate changes, and set up special billing rates.
• Perform billing analysis to support accurate and timely invoicing.
• Assist with year‑end audit activities, providing documentation and responding to audit inquiries.
• Support special projects and initiatives related to billing processes and continuous improvement.
• Collaborate with Billing and Finance team members to achieve firm billing objectives.
• Maintain strict confidentiality and discretion when handling sensitive client and financial information.
• Perform additional duties as assigned to support the Billing function.

Required Knowledge and Experience

• Post‑secondary diploma or degree in Accounting.
• Three (3) to five (5) years of related billing or accounting experience, preferably within a professional services environment.
• Experience within a law firm or similar professional services organization is considered an asset.
• Advanced proficiency with Microsoft Office applications, including Word, Excel (advanced), and Outlook.
• Working knowledge of accounting and billing systems such as Elite 3E is considered an asset.
• General knowledge of accounting principles and professional services billing processes.
• Strong analytical, organizational, and problem‑solving skills with a high attention to detail.
• Excellent verbal and written communication skills and the ability to manage competing priorities in a fast‑paced environment.

Pay Range

$60,000 to $70,000 per annum. Pay range to be commensurate with experience.