Client Onboarding & Billing Specialist

Withers; Greater London; Hybrid; GBP 35,000 - 48,000; Full time

Job summary

Withers in London seeks a Client Relationship Coordinator to support client onboarding, billing and compliance for an allocated group of partners. You will ensure efficient matter openings, accurate time capture, and timely invoicing while liaising with Finance and Risk & Compliance.

The role emphasizes risk assessments, AML checks, and a proactive approach to maintaining client data, with close collaboration across fee earners and clients.

Qualifications

• University degree desirable.
• Professional services experience desirable.
• Strong written and verbal communication skills.
• Collaborative team working style.
• Strong IT skills, including Microsoft Office and the ability to learn new tools and technology.
• Calm, professional and proactive approach, with strong attention to detail and the ability to work under pressure and to tight deadlines.
• Willingness to learn, grow and adapt to change.

Responsibilities

• Carry out client and matter risk assessments, electronic identity verification, anti-money laundering checks and source of wealth/funds enquiries in line with firm policies and procedures.
• Monitor client due diligence on an ongoing basis, including regular reviews, sanctions compliance and reporting of discrepancies.
• Manage the new business intake process, ensuring forms are complete, matter descriptions and parties are accurate, and all required approvals are obtained.
• File all relevant due diligence forms, approvals, conflict check emails and matter opening emails in the appropriate compliance folders in iManage.
• Liaise directly with clients, partners and fee earners on onboarding requirements and financial aspects of matters.
• Liaise with fee earners to ensure time is recorded accurately and promptly, transferred once matters are open, and entered where requested.
• Initiate and manage the billing process, including proformas, VAT exemptions, charge-out rates, currencies, transfers, write-offs, time splits, narratives, heads of charge and timely invoice despatch.
• Submit invoices, deal with client billing queries, keep clients informed of outstanding invoices and update relevant bill trackers throughout the process.
• Process third-party costs and disbursements promptly, liaising with third parties where needed to ensure costs are billed in the correct month.
• Support accounts receivable activity, including credit notes, auto-generated statements, credit control and debt management tasks.
• Prepare first drafts of engagement letters for fee earner review and approval.
• Support the firm’s pricing function by creating and monitoring matter budgets using the firm’s pricing tool.
• Request money on account throughout the matter lifecycle and use best endeavours to ensure it is received.
• Ensure compliance with the third-party payment process, including approval forms and supporting documentation.
• Assist with file housekeeping, checking balances, resolving residual client account balances and closing completed or inactive zero-balance matters in a timely manner.
• Support fee earners sending funds by checking details through Lawyer Checker where required.
• Maintain accurate client and matter information in InterAction, including contact details, referral information and relationship data, avoiding duplication wherever possible.

Skills

Client onboarding

Due diligence

Compliance

Communication skills

Team collaboration

Attention to detail

Proactive learner

Microsoft Office

Education

University degree

Tools

InterAction

iManage

Lawyer Checker

Pricing tool

Job description

Withers in London seeks a Client Relationship Coordinator to support client onboarding, billing and compliance for an allocated group of partners. You will ensure efficient matter openings, accurate time capture, and timely invoicing while liaising with Finance and Risk & Compliance.

The role emphasizes risk assessments, AML checks, and a proactive approach to maintaining client data, with close collaboration across fee earners and clients.