Practice Operations Assistant

Herbert Smith Freehills Kramer; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in London is seeking a Practice Operations Assistant to support the billing process within its Practice Groups. The successful candidate will be responsible for liaising with lawyers on invoice preparation, ensuring billing accuracy, and managing payment processes. This entry-level position offers an exciting opportunity to develop skills in legal finance and operations within a dynamic team.

Qualifications

• Enjoys working in a fast-moving and changing environment.
• Promotes a collegiate environment and good team morale.
• Ability to use initiative and be proactive.

Responsibilities

• Support the billing process in Practice Groups.
• Liaise between lawyers and Practice Group support teams.
• Manage timesheets and produce final invoices.

Skills

Competent IT skills

Attention to detail

Exceptional communication skills

Problem-solving skills

Ability to work under pressure

Job description

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The role of the Practice Operations Assistant is to support the billing process in Practice Groups. This includes liaising between lawyers and Practice Group support teams in invoice preparation and then final issuance of the invoice working with the Revenue team as needed. Key tasks include chasing timesheets, narrative time entry remediation, editing of bills, coordinating write-offs and discounts, collating bills and narratives in their final form as per firm policy and process, managing alternative pricing arrangements and cross-border invoicing.

The role will work closely with PEs and PTAs for their assistance with billing admin throughout.

The revenue aspects of the role will include supporting the creation of pre-bills, producing final invoices and bill cover letters, working with the Revenue and Matter Management teams on matter setup and posting final invoices onto the system as per firm policy and process.

The Practice Operations Assistant will have the following duties:

Assist the business in ensuring a streamlined process to include: time capture, narrative edits, matter set up and remediation from "ready to bill - through to invoice production".

Using software including Firm applications like Timesheet Writer as needed to support the narrative remediation process.

Assist the drafting & producing invoices providing complete support throughout.

Assist teams in dealing with internal and external queries regarding invoices and the working capital profile, liaising with lawyers and the Revenue team.

Understanding clients' billing and collection processes and ensuring that invoices are produced, submitted, and collected in a manner which is appropriate for the Firm and client, which facilitates payment with minimum queries and time delay.

Utilising Service Now for the entry and tracking of tasks required of the Revenue Team, including on occasion those from overseas.

Providing support to the Revenue Team Helpdesk, fielding queries, and providing assistance to the business as needed.

Liaising with partners and associates regarding queried debts, unpaid invoices, escalating as required to Revenue Managers.

Running revenue related reporting for stakeholders as needed.

Qualifications, skills and experience

Competent IT skills, good working knowledge of Word, Excel and Outlook

Enjoys working as part of a team in a forever changing environment

Enjoys being challenged and contributing with innovative ideas

Attention to detail with a high level of accuracy

Deadline focused and able to deliver within tight deadlines

Ability to cope with conflicting demands and meet deadlines

Exceptional communication and problem-solving skills are essential

Promotes a collegiate environment, good team morale and a spirit of co-operation

Inspires a learning and progressive environment through leading by example

Ability to establish professional credibility

Ability to use initiative and be pro-active; with a positive approach to ensuring the demands of the department are met

Ability to work in a challenging environment

Enjoys working in a fast moving and changing environment

The Team

The Herbert Smith Freehills Business Finance team works closely with management, practice groups, partners and business services teams to assist the business in driving its strategy, profitability, cash flow and growth.

Business finance safeguards the integrity of the firm's finances and plays a key role in mitigating financial and business risks such as foreign currency risk. The team provides robust financial information internally and externally to enable decision making, effective operations and to help the firm meet its client and statutory requirements. As a member of the finance team, you will play a critical role in the firm's success.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Finance and Legal

• Industries

  Legal Services

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