WIP Assistant (18-Month Contract)

Torys LLP; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A prominent law firm in Toronto is seeking a WIP Assistant to support the full billing cycle process, ensuring timely billing and client service. The ideal candidate will have a post-secondary degree in Accounting or Business Management, along with 2-3 years of related experience. This position includes client interaction, managing billing issues, and working collaboratively within a team. The role follows a hybrid work model with three days in the office per week.

Qualifications

• 2-3 years related experience, preferably in professional services.
• Strong interpersonal skills for teamwork and independent work.
• Ability to manage multiple client needs simultaneously.

Responsibilities

• Act as a point of contact for client/lawyer WIP issues.
• Assist lawyers in generating and reviewing proformas.
• Proactively monitor clients with Alternate Fee Arrangements.

Skills

Client service orientation

Communication skills

Organizational skills

Attention to detail

Education

Post-secondary degree or diploma in Accounting or Business Management

Tools

MS Office

3E Financial Systems

Job description

Position Overview

The WIP Assistant is responsible for supporting the full billing cycle process ensuring timely billing to reduce the firm’s exposure.

Key Accountabilities

• Act as a point of contact for client/lawyer WIP issues and manage through to resolution.
• Provide assistance to lawyers on the production of accounts, which includes generating and reviewing proformas for accuracy and docket narrative consistency, ensuring compliance with Outside Counsel Guidelines.
• Reduce firm exposure by working with internal stakeholders to assist ensure timeliness of billing is completed according to billing timelines.
• Regularly meet with Partners to provide WIP balances and ensure billing is up to date.
• Track billing commitments, including amounts to be billed, deferrals, anticipated write downs, premiums, and special billing arrangements.
• Proactively monitor specific clients and/or matters with Alternate Fee Arrangements in place to ensure compliance.
• Assess WIP reports and identify items that can be moved forward to completion. Process invoices in 3E as needed.
• Identify potential problematic files to mitigate credit risk and escalate where appropriate to the Team Lead, WIP for resolution.
• Prepare client WIP reconciliations when required.
• Identify billing adjustments and provide guidance to lawyers on how to achieve optimal results.
• Assist with other duties, projects (both individual and team), and ad-hoc requests.

Attributes & Experience

• Post-secondary degree or diploma in Accounting or Business Management or equivalent experience to successfully complete the essential requirements of the role.
• 2-3 years related experience, preferably within a professional services firm.
• Proficient in MS Office product suite.
• Experience with 3E Financial Systems and/or related accounting systems would be an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Strong organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Exceptional attention to detail.
• Ability to establish relationships and build trust with stakeholders.
• Strong aptitude for utilizing technology in improving speed, accuracy, and efficiency of a process.
• Flexibility to work overtime when necessary (i.e. month-end, year-end).

Additional information

This position is part of our hybrid work model with three days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.