Senior E-billing Coordinator

Osler, Hoskin & Harcourt LLP; Toronto; Hybrid; CAD 70,000 - 80,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP is seeking a Senior E-billing Coordinator to oversee the firm’s electronic billing function, ensuring timely, accurate invoices and swift resolution of issues. You will train the team, support process improvements, and act as a SME for billing systems, collaborating with Legal professionals, finance and client contacts.

The role requires 3+ years in e-billing or related fields, experience with CMS/Aderant and UTBMS guidelines, and a client-focused, detail-oriented

Qualifications

• 3+ years in e-billing, legal billing, finance or Accounts Receivable.
• Experience in a legal or professional services environment preferred.
• Equivalent education, training and relevant experience may be considered.

Responsibilities

• Manage client e-billing processes, including submissions, follow-up and issue resolution.
• Review e-bill rejections, short pays, appeals, and billing discrepancies.
• Handle UTBMS coding and complex client billing requirements.
• Respond to billing inquiries from clients and internal stakeholders.
• Monitor outstanding issues and support timely payment collection.
• Participate in client calls to discuss invoice status and billing issues.
• Liaise with large financial institutions and corporate clients.
• Maintain accurate client/matter records and billing guidelines.
• Prepare billing reports, reconciliations and management reporting.
• Develop training materials and provide billing training to team members.
• Act as SME for billing systems and processes.
• Identify process improvements to reduce rejections and enhance reporting.
• Provide backup support to Billing team.

Skills

Legal billing

Accounts Receivable

Communication

Stakeholder management

Client service

Excel

Multitasking

Attention to detail

Education

Accounting/Finance degree or equivalent

Tools

CMS/Aderant

E-billing Elite

SAP

Prebill Viewer

Power BI

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 Senior E-Billing Coordinator is responsible for supporting the Firm's electronic billing function, ensuring the timely and accurate submission of client invoices and resolution of billing issues. This role serves as a subject matter expert for billing and e-billing processes, including complex submissions, rejections, appeals, reporting, and payment resolution.

Osler is seeking a Senior E-billing Coordinator who will work closely with Legal Professionals, Legal Assistants, Finance, Accounts Receivable, and client billing contacts to ensure billing matters are resolved efficiently and invoices are paid on time. As a senior member of the team, this individual will provide training, support process improvements, and act as a key resource for billing-related inquiries.

This job posting is for an existing vacancy.

Major Responsibilities:

• Manage client e-billing processes, including invoice submissions, follow-up, and issue resolution.
• Review and resolve e-bill rejections, short pays, appeals, and billing discrepancies.
• Handle complex client billing requirements, including UTBMS and activity code compliance.
• Respond to billing and e-billing inquiries from clients and internal stakeholders.
• Monitor outstanding billing issues and partner with Accounts Receivable to support timely payment collection.
• Participate in client calls to discuss invoice status, payment issues, billing appeals, and rejection resolution.
• Liaise directly with client billing contacts, including large financial institutions and corporate clients.
• Maintain accurate client and matter records and ensure compliance with client billing guidelines.
• Prepare billing reports, reconciliations, and management reporting.
• Develop training materials and provide billing and e-billing training to team members and timekeepers.
• Act as a subject matter expert for billing systems, processes, and best practices.
• Identify opportunities and participate in improving billing processes, reducing invoice rejections, enhancing reporting capabilities, and supporting implementation of system enhancements.
• Provide backup support to Billing team members as required.
• Deliver a white-glove client service experience through proactive communication, personalized support, issue resolution, and relationship management, ensuring a high level of responsiveness and client satisfaction.

Education and Experience

This position requires a minimum of 3 years of e-billing, legal billing, finance, accounting, or Accounts Receivable experience. Experience in a legal or professional services environment is strongly preferred. An equivalent combination of education, training, and relevant experience may be considered.

Knowledge and Skills

• Strong understanding of legal billing, e-billing, and Accounts Receivable processes.
• Experience with CMS/Aderant, E-billing Elite, SAP, Prebill Viewer, Power BI, or similar systems.
• Knowledge of LEDES billing formats, UTBMS coding structures, and client-specific billing guidelines.
• Strong Microsoft Excel, analytical, and problem-solving skills.
• Excellent communication and stakeholder management abilities.
• Ability to lead client discussions regarding invoices, payments, appeals, and billing issues.
• Strong attention to detail and ability to manage multiple priorities in a fast-paced environment.
• Positive, resilient, and client-focused approach with the ability to work independently and drive issues to resolution.

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 1 day per week.

Compensation

The range of expected compensation for this position is $70,000 - $80,000 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.