Accounts Receivables Coordinator

Haynes and Boone, LLP; Texas; Hybrid; USD 55,000 - 70,000; Full time

Job summary

Haynes and Boone, LLP is seeking an Accounts Receivable Coordinator in a hybrid Dallas office. The role focuses on collections of outstanding receivables, reporting AR status, and supporting staff and attorneys in client relationships.

Strong organizational and communication skills are essential to manage aging accounts and provide accurate invoices and reports. The ideal candidate will have 3+ years in law firm AR, familiarity with Elite 3E/AR Click, and a solid accounting background.

Qualifications

• Three years of experience in law firm accounts receivable; five years or more preferred.
• Legal secretary, business to business accounts receivable experience or general accounting background will be strongly considered.
• A broad knowledge of basic accounting, record keeping, general office procedures and legal terminology.

Responsibilities

• Report accounts receivable status in tracking systems (Elite 3E, AR Click).
• Respond to client and attorney requests in a timely manner.
• Contact clients daily on aging accounts and update attorneys on payment status.
• Process payments and write-off transactions; ensure correct payment allocation with Cash Application.
• Manage client payment schedules once a payment program is agreed, following up as needed.
• Provide invoices/reports to clients and attorneys; assist with ad-hoc reports.
• Attend general accounting meetings and support billing in achieving timely payments.

Skills

Microsoft Office

Attention to detail

Client communication

Education

High school diploma

Some college coursework preferred

Tools

Elite 3E

AR Click

e-bill

Job description

This non-exempt employee will be responsible for handling outstanding accounts receivable for assigned portfolio. The Accounts Receivable Coordinator will support staff and attorneys in the business aspects of the client relationship. Specifically, this person will be responsible for the collections of the Firm’s outstanding receivable accounts and all related duties.

Essential Duties

Report accounts receivable status in appropriate tracking systems (i.e. – Elite 3E and AR Click). Respond to client and attorney requests timely. Contact clients daily on aging accounts; keep attorney updated on payment status. Process payment and write-off transactions. Work with the Cash Application desk to insure the correct payment allocation. Check online banking systems for expected payments as required. Work with the Cash Application desk to process trust withdrawals. Manage client payment schedules when a payment program has been agreed, by following up with the client to ensure promised payments are received. Notify attorney of unallocated funds and follow up as appropriate for older unallocated funds. Update attorneys and Section Chairs on A/R over 45 days as applicable. Handle calls from clients with respect to questions concerning billing, collections, and payments. Provide clients with requested invoices / reports. Process refund requests. Provide ad-hoc reports to Clients, Attorneys, Section/Department Chairs, and management. Develop and/or maintain high level of functional job knowledge, including system operations. Work closely with the billing team to ensure client and attorney expectations are met to allow for timely payment. Ability to research/problem solve by using internal and external systems. Use of external vendor systems such as e-bill and payment sites. Other Duties Attend General Accounting meetings. Perform other related duties as needed or assigned.

Qualifications

Knowledge/Experience Three years of experience in law firm accounts receivable; five years or more preferred. Legal secretary, business to business accounts receivable experience or general accounting background will be strongly considered. The Accounts Receivable Coordinator should possess knowledge of basic accounting, record keeping, general office procedures and legal terminology. Experience working within a law firm or professional services environment preferred. A broad range of technical ability, with a demonstrated aptitude, excellent organizational skills and willingness to learn new software/applications is needed for this position.

Qualities

Incumbent must be self-motivated, highly organized, detail oriented, strong work ethic, good oral and written communications, timely in all respects, good with numbers, persistent / tenacious, ability to persuade others to do what is necessary in a respectful manner, ability to “think out of the box”, able to work with minimal supervision and must be able to work in a fast-paced environment.

Skills

The Accounts Receivable Coordinator must be proficient with Microsoft Office Applications and be detailed oriented. The Accounts Receivable Coordinator must have the personality and ability to interact with clients and Haynes Boone attorneys/employees. The Accounts Receivable Coordinator must have the ability to work both independently and as a member of a team. The ability to work with many different types of personalities at all levels of an organization is a must. This individual must have the ability to answer questions while maintaining confidentiality. A sense of “urgency” is of an utmost importance. Must be flexible and able to adapt to change quickly.

Education

High school diploma required; some college coursework preferred.

Physical Demands

Must be able to move around the office up to 5% of the time to make copies, fax, file, etc.; Remain stationary at least 95% of the time; This position operates computers and other office productivity machines (e.g., copier, printer, scanner, etc.) on a regular basis; Occasionally requires documents or files weighing up to 15 lbs. to be moved; This position must be able to view a computer screen at least 95% of the time.

Working Conditions

Hybrid Office Environment

We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

We strive to create an environment in which each individual at every level has the opportunity to succeed professionally, regardless of age, disability, ethnicity, gender, gender identity and expression, national origin, parental status, race, religion, sexual orientation, and/or socio-economic experiences.

We recognize that our commitment to inclusion and engagement enhances our other core values of commitment to client service and a teamwork culture.

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. Haynes Boone is among the fastest-growing firms in the Am Law 100, providing full-service counsel across sectors, including corporate, energy, financial services, real estate, restructuring, litigation, intellectual property and specialty transactions. The firm represents companies at all stages – many in the Fortune 500 and S&P 500 and hundreds that are well-funded, exchange-listed, privately held and/or in emerging-growth mode. More than 700 lawyers practice across 19 global offices in California, Colorado, Illinois, New York, North Carolina, Texas, Virginia, Washington, D.C., London, Mexico City and Shanghai. Our Vision of Success: Excellence in inclusion and engagement is a Haynes and Boone core value. We recruit the best and the brightest and seek to attract, retain, and promote individuals who reflect the global marketplace, our clients, and the communities we serve. Our Culture and Values: Our actions and decisions are driven by our culture and core values: A client-first focus that demands superior service Teamwork Accountability Mutual respect and trust Civility and humility Inclusion and engagement Highest ethical standards Planning for the firm's long-term best interests The greater good of the firm over the individual Sound financial management Long-term stability Community and civic engagement Our Brand: A unique culture and work environment An exceptional law firm to work for and to be from Leaders in energy, technology, financial services, and private equity Understands and delivers value solutions Works cooperatively with non-legal service providers to deliver integrated solutions A community leader and influencer Commitment to wellness for attorneys and staff.