Billing Coordinator

DLA Piper LLP; City of Edinburgh; Hybrid; GBP 30,000 - 42,000; Full time

Job summary

DLA Piper LLP in Edinburgh seeks a Billing Coordinator to support Partners and Fee Earners with the delivery of billing activities. The role bridges DLA Piper and clients to ensure timely invoices and prompt resolution of invoice issues.

The position involves end-to-end WIP management, complex bill calculations, and coordination with the Global Finance team to maintain accuracy and compliance with internal policies.

Qualifications

• Strong diligence and accuracy in handling client data, calculations and invoice amendments.
• Analytical mindset and experience in running billing reports and data analysis.
• Excellent communication skills to collaborate with stakeholders.
• Problem solving for billing and VAT queries.
• Teamwork and cross-department collaboration.
• Initiative to improve processes and efficiency.
• Adaptability to changing processes and systems.
• Ability to prioritise tasks and meet deadlines.
• Familiarity with SAP S/4HANA, Concur, Service Now, E-Billing and MS Office.
• 0–2 years accounting or billing experience, preferably in professional services.
• Basic knowledge of local VAT standards.

Responsibilities

• WIP management and billing fulfilment including calculations and approvals.
• Drafting and facilitating invoice approvals and submission to clients/Partners.
• Managing complex bill reconciliations and allocations.
• End-to-end advance bill management and client-office transfers.
• Primary billing contact for enquiries, credit notes and issues.
• Collaborating with GSC and other offices for e-bills and multi-payer matters.
• Supporting Billing Manager and Finance Head with ad-hoc tasks.
• Client reporting and liaison with Legal Administration teams.

Skills

Billing accuracy

Data analysis

Communication

Problem solving

Teamwork

Process improvement

Adaptability

Prioritisation

Attention to detail

Tools

SAP S/4HANA

Concur

ServiceNow

E-Billing platforms

MS Office

Job description

We are seeking a Billing Coordinator to join our Real Estate Billing team in our Edinburgh office.

The role of the Billing Coordinator will be to support Partners and Fee Earners with delivery of billing activities. As part of our global Finance team, the Billing Coordinator owns the critical element of the service-to-cash process and one which is essential for the business in hitting revenue and cash targets.

As a Billing Coordinator, you will engage with Fee Earners at every level, as well as acting as the bridge between DLA Piper and the client when required to ensure invoices are raised and issues with invoices are speedily resolved. You will manage all quality control aspects of the end to end billing process, matching Partner and client expectations to our own internal policies which allow us to manage risk.

The role will work closely with our Legal Administration stakeholders who are in a critical, client facing and Partner support position.

Main duties and responsibilities

WIP management and billing covering two main areas:

Delivery of billing fulfilment:

• Proactive calculation of proposed billing amounts and necessary edits/ write-offs for Partner approval
• Draft and facilitate approval of invoices and submit to clients / Partners
• Manage complex bill reconciliations and calculations (including supplier bills, splitting bills, discounts, disbursement allocation etc)
• Manage advance bills end-to-end procedure and ensure smooth client to office transfers
• Manage and be a primary point of contact for all billing-related enquiries, client queries, credit notes (end-to-end), and elevate complex issues to Partners
• Coordinate with the GSC team or other DLA Piper offices for e-bills, multi-payer matters and ad-hoc activities.
• Assist the Billing Manager and Head of Finance with ad-hoc tasks
• Collaborate with Legal Administration teams to provide cohesive support to Partners and their clients; ad-hoc tasks, client reporting, etc
• Support on matter master data management updates and charge-out rates changes
• Maintain client billing details to support with and/or hand over the billing process to colleagues during holiday periods

WIP monitoring, maintenance, and control:

• Facilitate WIP review, draft bill aging and draft bill review sessions with Partners
• Facilitate and process WIP write offs where irrecoverable (control approval matrix) as required and agreed with the Partner, following the approval matrix
• Ensure WIP comments against matters are recorded promptly
• Ensure WIP is being recorded/billed in accordance with client protocols
• Produce ad-hoc reports and analysis on specific clients to identify lock up issues and to provide Partners with sufficient information to collaborate with their clients to reduce WIP days

You are also expected to support on day-to-day Service to Cash activities:

• Reviewing matter set up reports and validation of matter set up details according to newly defined processes / checklist (‘Quality Gate’)
• Consulting with Legal Administration / Partners to capture missing matter information
• Qualitative reporting on the accuracy of information captured at matter set up with Billing Managers
• Flag any suspicious activity by clients (subject to local regulations) through the necessary channels
• Support with the development of new team members as required
• Ensure compliance with firm's standards and guidelines (billing policies for multipayors, IOB, etc)
• Collaborate with Collectors on credit collection activities on an ad-hoc basis
• Ensure compliance with DLA Piper’s Credit policy through accurate and prompt delivery of bills and credit notes

About you

• Strong diligence and accuracy in handling client data, calculations, and invoice amendments
• Analytical mindset and experience in running billing reports, analysing data, and taking appropriate actions
• Excellent communication skills to collaborate effectively with multiple DLA Piper stakeholders
• Problem-solving abilities and experience in addressing billing and VAT queries promptly and effectively
• Teamwork and collaboration skills, with experience collaborating closely with colleagues across different departments
• Initiative-taking mindset and experience in seeking opportunities for process improvements and applying them to enhance efficiency
• Adaptability to changes in processes, systems, and work requirements, with prior experience in adapting to such changes
• Ability to prioritise tasks, meet deadlines, and manage multiple responsibilities
• Knowledge of financial systems and software used for billing and invoicing is a plus, such as SAP S/4HANA, Concur, Service Now, E-Billing platforms and MS Ee Suite
• 0-2 years of accounting or billing experience, preferably in a professional services or legal environment
• Basic knowledge of local VAT standards and guidelines preferred but not required
• Prior experience in ensuring accuracy and compliance in billing activities

About us

We're a global law firm helping our clients achieve their goals wherever they do business. Our pursuit of innovation has transformed our delivery of legal services. With offices in the Americas, Europe, the Middle East, Africa and Asia Pacific, we deliver exceptional outcomes on cross-border projects, critical transactions and high-stakes disputes.

At DLA Piper, we understand that inclusion is not a one-size-fits-all concept. We embrace and celebrate the range of perspectives, backgrounds and experiences that each individual brings to our firm. By fostering a culture that welcomes and appreciates all aspects of our individuality, we ensure that everyone has the opportunity to succeed.

Our commitment to inclusion and positive social impact enables us to provide exceptional service to our clients and communities, while nurturing a unique and inclusive culture for all our people. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

We are committed to being accessible and accommodating any reasonable adjustments needed throughout the recruitment process to ensure an inclusive experience for all. If you need any support or adjustments, please let us know.

Where local legislation permits, we will conduct relevant pre-engagement screening checks prior to your first day.

At DLA Piper, we aim to make meaningful progress and build an inclusive culture where anyone affected by disability, neurodiversity or a long-term health condition has an equitable and accessible chance of success. If you think you may need adjustments or additional support to enable you to participate in our recruitment process, please contact our Recruitment team and we will be happy to support you.

Agile Working

We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

Pre-Engagement Screening

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability, and references from previous employers.

Our hiring approach

Our hiring approach enables us to learn about the professional and person you are, and gives you the opportunity to learn about us. Your recruitment experience can differ depending on the type of role you are interviewing for. You will always meet your direct Line Manager for your role, as well as peers and close collaborators for the position. For some of our roles we may also use assessment tools, practical exercises, and panel presentations. Your Recruitment Business Partner will inform you of the recruitment process at the start of any recruitment process, but please let us know if you have any questions prior to making an application.

We're redefining what an international law firm can be. With a unique global network and an unparalleled range of expertise, this is where you'll work on the cases that shape the world and will define your career.

Staying in touch with like-minded people is important to us. Our Talent Community provides unique access to our firm so you can discover why we are a different kind of law firm.

We pride ourselves on the extraordinary impact we make beyond the borders of traditional law. That's only possible because of the skills our business professionals bring and the environment we create to let them thrive. See where your skills could take you.