Senior Billing Compliance Specialist

Osler; Toronto; Hybrid; CAD 125,000 - 150,000; Full time

Job summary

A leading Canadian law firm is seeking a Senior Billing Compliance Specialist in Toronto. The candidate will ensure accurate client billing setup, liaise with clients and support the billing process. Candidates should have at least three years of relevant experience and a degree in a business discipline. This role offers a hybrid work model, combining in-office and remote work.

Qualifications

• Minimum of three years of relevant experience in Billing/Ebilling rates.
• Experience in finance or project management within legal or professional services is an asset.

Responsibilities

• Ensure accurate and timely setup of client rates in the Accounting system.
• Liaise with clients on rate submissions and resolve issues.
• Review engagement letters and ensure compliance with client requirements.

Skills

Advanced Excel proficiency

Attention to detail

Analytical skills

Communication skills

Education

College diploma or university degree in business discipline

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 further your career or carve out a new path.

Reporting to the Supervisor, Billing Compliance in Client Billing Services, the Senior Billing Compliance Specialist will be responsible for assisting in all phases of client billing rates or discount setup ensuring client billing requirements are met. This is highly detail-oriented position with an emphasis on tenacity, time management, technical tasks and interpersonal skills. This role will work closely with the Billing Compliance team, Pricing team, biller, lawyers and other administrative staff in the firm.

Major Responsibilities

• Ensure accurate and timely setup and maintenance of client / matter rates in the Accounting system (Aderant) using SQL, as well as in clients’ Ebilling platforms and the Alternative Fee Arrangement (AFA) database for special fee arrangements
• Accurately and promptly set up promoted and / or new timekeeper rates in Aderant using SQL
• Liaise with clients on rate submissions via various Ebilling platforms and resolve any outstanding issues
• Monitor monthly and annual rate setup and submission deadlines for Ebilling clients; collaborate with the pricing team to obtain new client / matter rates and ensure timely submissions before client deadlines
• Serve as an expert in rates management structures within Aderant to support the billing process and provide guidance to the billing team
• Review engagement letters, alternative fee arrangement, outside counsel billing guidelines, and document billing-related details to ensure compliance with client requirements
• Manage all communications and inquiries regarding billing rates, special arrangements, and outside counsel guidelines through the generic engagement mailbox
• Maintain and update training documentation related to the administration of billing rates and special billing arrangements
• Communicate effectively with peers, management, external vendors, and contacts at all organizational levels
• Assist in special client / matter billing projects and pricing initiatives as assigned
• Identify business requirements requiring technical development to support initiatives and create or update relevant processes
• Utilize software to monitor systems, develop quality metrics, and provide actionable recommendations

Position Requirements

Education and Experience

The position requires a college diploma or university degree specializing in a business discipline, and a minimum of three years of relevant experience. Work experience in Billing / Ebilling rates – finance or project management experience within the legal or professional services industry is considered an asset. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

Advanced Excel proficiency, including PivotTables and XLOOKUP formulas

Exceptional attention to detail and accuracy with numerical data, while maintaining efficiency

Fast learner with ability to perform effectively in a fast-paced, dynamic environment, adapting seamlessly to shifting priorities and workloads

Provide outstanding service to both internal and external clients by collaborating directly with clients, partners, billers, assistants, and key stakeholders to ensure the successful completion of essential operational tasks critical to the firm’s financial performance

Strong analytical skills with experience in billing rates and problem-solver

Excellent communication skills, able to clearly convey insights both verbally and in writing to audiences with diverse subject matter expertise

Commitment to leading by example, including mentoring junior team members and providing first-level support

Proactive, positive mindset with a focus on continuous innovation and process improvement

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.

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.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

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