Senior Coordinator, Billing

White & Case LLP; Makati; On-site; PHP 446,000 - 759,000; Full time

Job summary

White & Case LLP Global Operating Center in Manila is seeking a Senior Coordinator, Billing to support billing operations for Key Clients and specific offices. You will generate and edit client bills, ensure compliance with global agreements, and handle eBilling submissions and reporting.

This role involves back-ups, coordination with Cash Receipts and Accounts Payable, and maintaining confidentiality while delivering timely, accurate billing services across the firm’s international

Qualifications

• Bachelor's degree in Business or related field.
• Relevant billing experience is an advantage.
• At least two years of relevant work experience as a Remote / Executive / Administrative Assistant with exposure to a large international law firm or equivalent is an advantage.
• Open to rotating shifts.

Responsibilities

• Generate and prepare draft client bills through Elite 3E in compliance with global client agreements.
• Edit draft bills including narratives, hours, and formatting as instructed by partners and stakeholders.
• Provide accurate and timely completion of assigned requests and inquiries.
• Resolve issues related to tax compliance and statutory requirements.
• Prepare, submit, and track eBilling Hub submissions.

Skills

Excellent written and oral

Microsoft Word

Outlook

Excel

PowerPoint

Interpersonal skills

Attention to detail

Organization

Team player

Calm under pressure

Deadline oriented

Stakeholder management

Independent contributor

Effective communication

Confidentiality

Problem solving

Education

Bachelor's degree in Business or related course

Tools

Microsoft Word

Outlook

Excel

PowerPoint

Job description

Our Global Operating Center located in Manila is pivotal to enhancing the Firm’s operational efficiency and streamlining legal and business services support across our global network. Our center provides comprehensive administrative, financial and operational services across office operations, compliance and new business, finance, technology, human resources, innovation and marketing. By centralizing these critical functions, the center ensures consistency and quality in service delivery while reducing operational costs. Through its integrated approach, our Global Operating Center enables the Firm to focus on its core legal services, drive global growth and maintain high standards of client service across all offices.

Senior Coordinator, Billing

This role will provide general support for Billing operations, including Key Clients, Specific Office, or Specific Section, among others:

Invoice Generation

• Generate and prepare draft client bills through our Finance system, Elite 3E in compliance with any global agreements that may be in place for the client:
• Edit draft bills including, but not limited to, changes to narratives and hours, and any formatting as instructed by partners, associates, and/or other stakeholders.
• Provide accurate and timely completion of assigned requests and inquiry responses, ensuring that all tasks and duties completed are done within the Firm’s set guidelines and policies.
• Resolve issues in different scenarios related to tax compliance and other statutory requirements

eBilling – eBilling Hub Submission

• Prepare, submit, and track status of electronic bills through eBilling Hub.

Back-ups

• Gather, organize and summarize back-ups for disbursements requested by clients, partners, associates, secretaries and administration employees.
• Identify and resolve issues on personal disbursements by conducting research in 3E records. Be able to facilitate extraction of supporting documents and conduct billing activities in order to correct invoices.

Reporting

• Generate standard billing reports in 3E, including WIP, AR, and Timekeeper Utilization. The billing coordinator must fully understand the basic fields used in the reports and should be able to help in the analysis as well.

Client Matter/Phase/Tasks/Activity Maintenance

• Update (or coordinate the update of) client and matter records as requested by the appropriate parties

Administrative

• Respond to the requests received through the White & Case Billing Mailbox and other corresponding mailboxes, and 3E Bullpen. Identify and resolve issues or queries, and/or endorse to the appropriate team/s.
• Coordinate with Cash Receipts and Accounts Payable teams to resolve any payment or vendor inquiries
• Address first level escalated issues and queries from billing coordinators
• Escalate issues as they arise according to the escalation path.
• Assist in preparing audit requirements and documentations
• Other ad hoc activities, as requested

Communication

• Plan and organize workflow to comply with established time constraints per request / allocation, to ensure to meet deadlines
• Prioritize, manage multiple assignments, and communicate the status and progress of assignments in a timely manner
• Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Relationship Management

• Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds
• Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
• Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality
• Foster good relationships with other members of the team and across the Firm

Skills

• Excellent written and oral communication skills
• Working knowledge in Microsoft Word, Outlook, Excel, PowerPoint
• Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
• Trustworthy in managing and handling confidential matters and information
• Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
• Is able to remain calm under pressure and work with tight deadlines
• Detail and solutions oriented with a strong sense of urgency to pro-actively solve challenges
• Excellent organization and coordination skills; comfortable managing priorities from multiple parties
• Legal background is an advantage
• Strong and consistent follow through capabilities
• Proactive team player
• Ability to work under pressure
• Exceptional determination, self-motivation and interpersonal skills
• Effective stakeholder management skills

Qualifications

• Bachelors degree in Business or any related course
• Relevant billing experience is an advantage
• At least two year of relevant work experience as a Remote / Executive / Administrative Assistant with an exposure to a large international law firm or an equivalent organization is an advantage
• Open to rotating shifts

This role reports to

• Supervisor, Billing

Equal Opportunities

White & Case is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.