Specialist, Billing

White & Case Global Operations Center Manila; Manila; On-site; PHP 480,000 - 720,000; Full time

Job summary

White & Case Global Operations Center Manila is seeking a Specialist, Billing to ensure compliance with firm standards in drafting and finalising client bills. The role involves generating bills in Elite 3E, editing narratives and hours, and providing timely responses to internal requests while upholding confidentiality and accuracy.

You will handle eBilling submissions, back-ups, and reporting, and liaise with Cash Receipts and Accounts Payable to resolve payment issues.

Qualifications

• Bachelors degree in Business or any related course
• At least 3 years of billing experience in a BPO or Shared Services industry is preferred
• Experience in any financial software such as Elite 3E is required
• Knowledge in e-billing is an advantage
• At least one 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

Responsibilities

• 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
• Prepare, submit, and track status of electronic bills through eBilling Hub and other various eBilling portals, ensuring issues and rejections are addressed as they arise
• Track status of bills submitted, identify issues and work to address rejections and reductions as they arise
• 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
• Finalize and reverse client and personal disbursement bills
• 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
• Update (or coordinate the update of) client and matter records as requested by the appropriate parties
• 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
• Help maintain process documents and procedures to ensure that it is accurate and updated
• Mentor and Coach junior billers to be potential successors of the role
• Other ad hoc activities, as requested
• 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
• 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 comms

MS Word/Outlook/Excel/PowerPoint

Interpersonal skills

Confidential data handling

Task prioritisation

Working under pressure

Stakeholder management

Legal background is an advantage

Education

Bachelor's degree in Business or related field

Tools

Elite 3E

eBilling Hub

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.

The Specialist, Billing is responsible in assuring that the undertaking of the billing activities is within the White & Case standard and policies alongside with the supervisors. The role requires in depth understanding of the processes, concepts and policies, as well as skills in reporting is needed in order to address ad hoc requests in billing reports and is also knowledgeable in providing administration reporting. This role is a dedicated support for Key Clients, Specific Office, or Section.

Duties and Accountabilities

This role will provide dedicated support for Key Clients, Specific Office, or Specific Section:

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 and other various eBilling portals, ensuring issues and rejections are addressed as they arise
• Track status of bills submitted, identify issues and work to address rejections and reductions as they arise

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

Personal Disbursement

• Finalize and reverse client and personal disbursement bills

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
• Help maintain process documents and procedures to ensure that it is accurate and updated
• Mentor and Coach junior billers to be potential successors of the role
• 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

Qualifications

• Bachelors degree in Business or any related course
• At least 3 years of billing experience in a BPO or Shared Services industry is preferred
• Experience in any financial software such as Elite 3E is required
• Knowledge in e-billing is an advantage
• At least one 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

Skills

• Excellent written and oral communication skills
• Experienced 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

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.