Billing Coordinator

Choate, Hall & Stewart LLP; Boston (MA); On-site; USD 78,000 - 105,000; Full time

Job summary

Choate, Hall & Stewart LLP seeks a billing professional to manage invoicing, issues, and client communications. You will use 3E to generate, distribute, and adjust proformas, while ensuring timely invoices and high-level client service.

The role requires coordinating with partners and assistants, generating status reports and accruals, and supporting month-end close. Strong MS Office skills and a customer-focused approach are essential.

Qualifications

• Bachelor's degree preferred.
• 2 years of legal billing experience using 3E preferred.
• Strong MS Office skills and basic AI familiarity.
• Ability to work both independently and in a team.
• Strong customer service and communication skills.

Responsibilities

• Provide high level customer service to ensure the accuracy and timeliness of invoices.
• Develop rapport with partners and assistants to ensure billing needs are met and invoices are processed on time; follow-ups may span months.
• Research and respond to billing issues, including status reports, estimates, and accruals.
• Use 3E to generate, distribute and edit proformas; edits include transfers, write-offs, and time-entry adjustments.
• Finalize and send invoices via email and electronic billing platforms.
• Prepare billing reports to ensure client accounts are billed as agreed; monitor rate deals and time-detail rules.
• Assist in month-end and year-end close, posting time, balancing, and report generation.
• Keep Billing Manager informed about compliance, issues and risks.
• Work overtime as needed with advance notice.

Education

Bachelor's degree preferred

2 years of legal billing experience using 3E

Microsoft Office applications

AI platforms familiarity

Independent and team capabilities

Tools

3E

Microsoft Office

Job description

Job Summary

In a fast-paced team setting, this individual is responsible for a wide range of billing activities, including the preparation and distribution of invoices, communicating billing issues to various levels of the organization, and working with the Firm's clients, partners, and personnel to address billing-related issues.This individual is also expected to deliver a high-quality work product and excellent customer service to both internal and external clients.

Job Functions

• Provide a high level of customer service to the Firm's clients, partners and personnel to ensure the accuracy and timeliness of invoices.
• Develop a rapport with the Firm's partners and legal assistants to ensure that billing needs are met and invoices are processed and sent in a timely manner.Follow-up items may span multiple months.Must be able to schedule reminders and monitor incomplete items.
• Research and respond to billing related issues and inquiries, including the preparation of status reports, estimates, and accruals.
• Utilize 3E to generate, distribute and edit proformas. Editing includes, but is not limited to, transfers, write-offs, and adjustments to time entries.
• Finalize and send invoices via email distribution and electronic billing through various platforms.
• As needed, and as requested by partners and management, prepare billing related reports to ensure that client accounts are being billed as agreed upon in the terms of the engagement letter. This may include monitoring rate deals, billing frequencies, and time detail rule compliance.
• Assist in month-end and year-end close activities working closely with other departments and management.Activities may include posting time, balancing, and report generation.
• Keep the Billing Manager informed about compliance, issues, and potential risks.
• Work overtime as needed, or when requested to do so, with advance notice.

Essential Competencies

• Works proactively to coordinate activities required to complete the monthly billing cycle.
• Organizes and prioritizes assignments and serves as a department liaison to ensure collaborative efforts to meet departmental and firmwide goals.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Encourages innovative thinking and exercises sound judgment to achieve results.
• Must be comfortable addressing issues in person, by phone and via email.

Qualifications

• Bachelor's degree preferred.
• A minimum of 2 years of legal billing experience using 3E preferred.
• Noted ability to maintain departmental and team standards in a deadline driven environment.
• Strong overall technical aptitude, including knowledge of all Microsoft Office applications and basic knowledge and experience using common AI platforms.
• Ability to work both independently and as part of a team.
• Ability to keep a level-head during stressful situations, including receiving time-sensitive requests with short notice.
• Strong customer service skills. Must be able to manage many different personalities.
• Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis.
• Superior verbal and written communication skills and the ability to interact with all levels of personnel in a professional and courteous manner.
• Must have a strong work ethic and the willingness to work additional hours as needed.

Work Authorization

• Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).

Compensation and Total Rewards Package

• Choate offers a comprehensive Total Rewards package to our business professional team members. The Firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity.

$78,000 - $105,000