Practice Operations Executive

Herbert Smith Freehills Kramer LLP; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

Herbert Smith Freehills Kramer LLP is seeking a Practice Operations Executive to coordinate the billing process across Practice Groups. The role liaises between lawyers and Practice Group support teams to draft and finalise invoices with the Revenue team.

Key duties include chasing timesheets, narrative time entry remediation, disbursement processing, edit of bills, write-offs, cross-border invoicing, and assisting with pre-bills and final invoices while ensuring client requirements are met.

Qualifications

• 1-2 years' experience in a professional services environment within the practices in a PA or paralegal capacity.
• Competent IT skills, good working knowledge of Word, Excel and Outlook
• Experience of PowerBI or willing to learn.

Responsibilities

• Providing support to the business 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 manage the narrative remediation process.
• Drafting & producing invoices providing complete support throughout.
• 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 in line with client requirements, which facilitates payment with minimum queries and time delay.
• Liaising with partners and associates regarding queried debts, unpaid invoices, escalating as required to the relevant Legal Project Manager for the matter.
• Ad hoc Legal Project Management (LPM) related tasks as required.

Skills

PA/paralegal experience

PowerBI

Excel

Word

Outlook

Tools

Timesheet Writer

PowerBI

Job description

The role of the Practice Operations Executive is to coordinate 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, processing of disbursements, 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 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 Executive will have the following duties but not limited to:

• Providing support to the business 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 manage the narrative remediation process.
• Drafting & producing invoices providing complete support throughout.
• 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 in line with client requirements, which facilitates payment with minimum queries and time delay.
• Liaising with partners and associates regarding queried debts, unpaid invoices, escalating as required to the relevant Legal Project Manager for the matter.
• Ad hoc Legal Project Management (LPM) related tasks as required.

Qualifications, Skills and Experience

• 1-2 years' experience in a professional services environment within the practices in a PA or paralegal capacity.
• Competent IT skills, good working knowledge of Word, Excel and Outlook
• Experience of PowerBI or willing to learn.