E-billing Coordinator

McMillan LLP; Toronto, Ottawa, Calgary, Vancouver; Hybrid; CAD 65,000 - 75,000; Full time

Job summary

McMillan LLP is seeking an E-Billing Coordinator to manage electronic invoice submissions, resolve issues, and ensure timely billing across the firm’s E-Billing platforms. The role collaborates with Lawyers, Legal Assistants and the Finance team to maintain accuracy and efficiency.

The ideal candidate has 2+ years of E-billing experience in a professional services setting, strong communication, and proficiency with leading E-Billing systems.

Qualifications

• 2+ years of E-billing experience at a law firm or professional services firm.
• Ability to understand and adjust E-Billing LEDES files for manual submission.
• Must be a team player with exceptional interpersonal skills.
• Possess a high degree of confidence, professional maturity and demonstrate excellent verbal and written communication skills.
• Proven analytical, critical thinking and problem-solving skills. Strong organizational skills and a keen attention to detail.
• Ability to multi-task and prioritize workloads on tight deadlines.
• Ability to present ideas in a business-friendly and user-friendly language. Superior customer service and a demonstrated ability to work in a challenging and dynamic environment.
• Proficient with accounting and billing software programs.
• Demonstrated knowledge and experience with web based E-Billing systems and vendors (e.g., Legal Tracker (Serengeti), Passport, TyMetrix, CounselLink), Excellent computer skills, with proficiency with the entire Microsoft Office Suite, particularly Word and Excel.
• Advanced knowledge of 3E, eBilling Hub or Elite Enterprise experience preferred or similar accounting software systems is required.

Responsibilities

• Manage the electronic invoice submission and utilize eBilling Hub to manage progress until client accepts invoices.
• Identify, research and resolve rejected invoices and other issues.
• Serve as expert troubleshooter to ensure electronic invoices are submitted in a timely fashion.
• Address queries related to electronic billing issues and ensure questions are satisfactorily addressed.
• Maintain timekeeper rates within each E-Billing vendor website; coordinate with the Director, Pricing to obtain rates for new timekeepers and submits for approval through the electronic billing system.
• Work collaboratively with Lawyers, Legal Assistants and Billing Coordinators to ensure proper policies and procedures are being followed; communicate requirements of electronic billing systems to firm personnel.
• Maintain budgets and accruals requested from various E-Billing vendors.
• Work collaboratively with the Collections team to ensure aged electronic invoices were successfully submitted.
• Review new matters to ensure all relevant E-Billing information is updated in the billing system to facilitate submission of invoices upon approval.
• Review outside counsel guidelines and ensure compliance from a billing perspective.

Skills

E-billing experience

Team player

Communication skills

Analytical thinking

Multitasking

MS Office proficiency

E-Billing systems knowledge

Tools

Legal Tracker (Serengeti)

Passport

TyMetrix

CounselLink

3E

eBilling Hub

Elite Enterprise

Word & Excel

Job description

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan has an exciting opportunity as an E-Billing Coordinator in our offices. The E-Billing Coordinator is responsible for handling the electronic submission of invoices, ensuring that E-Billing is completed effectively, efficiently, and accurately. This includes working with Lawyers, Legal Assistants and other member of the Finance team to ensure invoices are successfully uploaded.

Please note that this role offers a hybrid workweek. Each week will combine both working at home for a few days and working in the office a few days per week. Your hybrid schedule will start once you join McMillan!

What You’ll Do

• Manage the electronic invoice submission and utilize eBilling Hub to manage their progress until the client ultimately accepts invoices. Interact with various groups to expedite the acceptance of electronic invoices.
• Identify, research and resolve rejected invoices and other issues
• Serve as expert troubleshooter to ensure electronic invoices are submitted in a timely fashion
• Address queries related to electronic billing issues and ensure questions are satisfactorily addressed
• Maintain timekeeper rates within each E-Billing vendor website. Coordinate with the Director, Pricing to obtain rates for new timekeepers and submits for approval through the electronic billing system
• Work collaboratively with Lawyers, Legal Assistants and Billing Coordinators to ensure proper policies and procedures are being followed. Understand and ensure compliance with the requirements of all electronic billing systems the firm currently uses and effectively communicates those requirements to the appropriate firm personnel
• Maintain budgets and accruals requested from various E-Billing vendors
• Work collaboratively with the Collections team to ensure aged electronic invoices were successfully submitted
• Review new matters to ensure all relevant E-Billing information is updated in the billing system to facilitate the successful submission of invoices upon approved. Coordinate with lawyers and assistants to obtain required information
• Review outside counsel guidelines and ensure compliance from a billing perspective

What You Bring

• 2+ years of experience in E-billing at a law firm or professional services firm
• Ability to understand and adjust E-Billing LEDES files for manual submission
• Must be a team player with exceptional interpersonal skills.
• Possess a high degree of confidence, professional maturity and demonstrate excellent verbal and written communication skills.
• Proven analytical, critical thinking and problem-solving skills. Strong organizational skills and a keen attention to detail.
• Ability to multi-task and prioritize workloads on tight deadlines.
• Ability to present ideas in a business-friendly and user-friendly language. Superior customer service and a demonstrated ability to work in a challenging and dynamic environment.
• Proficient with accounting and billing software programs.
• Demonstrated knowledge and experience with web based E-Billing systems and vendors (e.g., Legal Tracker (Serengeti), Passport, TyMetrix, CounselLink), Excellent computer skills, with proficiency with the entire Microsoft Office Suite, particularly Word and Excel.
• Advanced knowledge of 3E, eBilling Hub or Elite Enterprise experience preferred or similar accounting software systems is required.

Growth

Mentorship and Support

Training as Software Evolves

Commensurate Compensation and Benefits Package

Salary Range: $65,000 - $75,000 annually

At the heart of our commitment to being a first-mover on important issues, McMillan believes that equity, diversity and inclusion are catalysts for success. By embracing our differences, we create an inclusive culture that enriches our collective knowledge, broadens our perspectives, and propels us forward. We are dedicated to fostering an environment where everyone feels empowered to bring their whole selves to work, knowing it is through our individual experiences that we can all come together to truly make a positive impact in our firm, for our clients, within our communities, and beyond.

At McMillan, we know we will achieve the most success by attracting and retaining the best talent, and by representing and supporting communities from which we draw our members, the communities in which we live and work and the communities to which we provide legal services.

We are a law firm that prides itself in sustained quality and excellence in service while fostering a positive and collegial work environment which nurtures mentoring inspires enthusiasm and professional excellence. We commit to putting our best efforts forward in achieving our goals, and the goals of our clients. You can help us in that journey!

Need another reason to consider McMillan? Let’s work together to help you achieve your professional goals and career development.

If this position is you, and you reside in or around the Toronto, Calgary, Vancouver, Ottawa area we look forward to hearing from you. We like cover letters too so don’t forget to include one along with your resume.

McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us at 1.888.662.4624 to submit your accommodation request.

McMillan LLP is committed to fostering a culture of inclusion and diversity. We respect and embrace the unique backgrounds, perspectives and experiences of individuals at all levels of the firm.

At McMillan, we embrace innovation and make strategic and thoughtful use of technology, including artificial intelligence (AI). However, our recruitment process remains deeply human-centric. We do not use AI to screen resumes or select candidates. Every application is carefully reviewed by a member of our recruitment team, and hiring decisions are made through collaborative evaluation and interviews.