Billing Coordinator

Osler, Hoskin & Harcourt LLP; Toronto; Hybrid; CAD 60,000 - 70,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP is seeking a Billing Coordinator to support client billing processes, including matter opening, pre-bill review, and invoice preparation. You will collaborate with lawyers and staff to ensure accurate, timely billing in compliance with client requirements.

The role involves managing WIP for 20–25 partners, drafting and finalizing invoices, month-end close, and ad hoc reporting, with a focus on exceptional internal and external service.

Qualifications

• University degree or college diploma in Business Administration, Accounting, Finance required; related experience may count.
• Minimum of three years of billing, finance or accounting experience in a legal or professional services firm.
• Equivalent combination of education, training and relevant experience may be acceptable.

Responsibilities

• Process pre-bills and manage monthly billing for approximately 20 to 25 billing partners.
• Collaborate with legal assistants and lawyers to facilitate timely billing of WIP.
• Drive billing results by ensuring WIP is billed promptly and resolve related issues.
• Follow up with the Billing Supervisor, partners, and clients regarding WIP and billing inquiries.
• Draft, prepare, and finalize invoices for distribution to clients.
• Oversee month-end billing activities to meet deadlines.
• Manage submission and coordination of eBills per client requirements.
• Prepare ad hoc reports for billing lawyers and clients.
• Develop and maintain relationships with internal and external clients.
• Maintain accurate client and matter records relating to billing and invoicing.
• Assist with special projects, including task-based billing initiatives and staff training.
• Participate in system upgrades and enhancements rollout.
• Contribute to process improvement and efficiency initiatives.
• Deliver white-glove customer service to internal and external clients.
• Serve as SME for assigned assistants and partners on billing matters.

Skills

Excellent communication

Organizational skills

Compliance mindset

Education

University degree or college diploma in Business Administration, Accounting, Finance

Tools

CMS/Aderant

Prebill Viewer

eBillingHub

Power BI

Microsoft Office

Job description

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path.

The Billing Coordinator is a member of the Client Billing Services team and reports to the Billing Supervisor. As a Billing Coordinator, you will be responsible for supporting all phases of the client billing process, including matter opening assistance, pre-bill review, bill and eBill preparation, records management, financial reporting, and issue resolution. You will provide operational support to lawyers and internal stakeholders while ensuring accurate and timely billing, maintaining compliance with client requirements, and delivering exceptional internal and external client service.

This job posting is for an existing vacancy.

Major Responsibilities

• Process pre-bills and manage monthly billing for approximately 20 to 25 billing partners.
• Collaborate with legal assistants and lawyers to facilitate the timely billing of Work in Progress (WIP).
• Drive billing results by ensuring WIP is billed promptly and resolving any related issues.
• Follow up with the Billing Supervisor, partners, and clients, as appropriate, regarding WIP and billing-related issues or inquiries.
• Draft, prepare, and finalize invoices for distribution to clients.
• Oversee and coordinate month-end billing activities to ensure deadlines are met.
• Manage the submission and coordination of eBills in accordance with client requirements.
• Prepare ad hoc reports for billing lawyers and clients.
• Develop and maintain strong relationships with internal and external clients.
• Maintain accurate client and matter records relating to billing and invoicing.
• Assist with special projects, including task-based billing initiatives and staff training.
• Participate in the implementation, testing, and rollout of system upgrades and enhancements.
• Actively contribute to process improvement initiatives, including innovation, efficiency enhancements, and improvements to the overall billing process.
• Deliver white‑glove customer service to internal and external clients.
• Serve as the subject matter expert (SME) for assigned legal assistants and partners on billing‑related matters.

Position Requirements

Education and Experience
This position requires university degree or college diploma in Business Administration, Accounting, Finance, or a related field plus a minimum of three years of billing, finance or accounting experience within a legal or professional services firm. An equivalent combination of education, training, and relevant experience may be acceptable.

Knowledge and Skills

• Experience with CMS/Aderant, Prebill Viewer, eBillingHub, Power BI, and Microsoft Office products is an asset.
• Excellent oral and written communication skills.
• Strong organizational and time management skills.
• A compliance mindset and strong attention to detail.

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 2 days per week.

Compensation

Therange of expected compensation for this position is $60,000 - $70,000 annually. Compensation offered will be based on a variety of factors including job‑related knowledge, education, skills and experience.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.