Billing Coordinator

Fox Rothschild; Dallas (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Fox Rothschild LLP is seeking a Billing Coordinator in the Finance Department to support the billing function for assigned practice areas and offices. The role involves reviewing invoices, coordinating with attorneys on Proformas, and ensuring compliance with client guidelines.

Responsibilities include responding to billing inquiries, partnering with the Collection team, and maintaining billing notes in the portal. A high level of confidentiality and strong organizational skills are essential.

Qualifications

• High School Diploma or equivalent required; Associate's Degree preferred in accounting/finance/IT or related field.

Responsibilities

• Assist with distribution and review of Proformas and invoices, verifying accuracy before sending.
• Respond to billing inquiries in a timely manner and resolve discrepancies.
• Maintain client and attorney billing notes in portal and ensure compliance with engagement terms.
• Collaborate with Billing Specialist and attorneys to resolve unpaid invoices.
• Provide excellent client service and act as liaison between clients, attorneys and Finance teams.

Skills

Detail orientation

Multitasking

Communication

Interpersonal skills

Discretion/confidentiality

Education

High School Diploma or equivalent

Associate's degree in accounting/finance/IT or related field preferred

Tools

Microsoft Office Suite

Adobe

Time and billing software

Job description

As a member of the Finance Department, the Billing Coordinator supports the billing function for assigned practice area and/or office(s).

Essential Functions

• Assist with distribution of monthly Proformas; working closely with attorneys in the review and editing of Proformas (hard-copy and paperless), initiate transfers, write-down requests, and markups prior to submitting to assigned Billing Specialist.
• Review finalized invoices to ensure accuracy before sending.
• Review and provide supporting documentation as required, including requested expense documentation.
• Send all invoices to appropriate recipients along with any required reports or spreadsheets via email or mail.
• Research and respond to internal and external billing inquiries in a timely manner.
• Identify billing inaccuracies and work with appropriate personnel to resolve any issues.
• Assist Collection team members, billing attorneys, and clients with resolution of unpaid invoices, including those with discrepancies.
• Provide customer service as client/attorney liaison. Proactively work with all Finance teams to accomplish tasks as required.
• Review documents and records to compile information for compliance with client guidelines, fee arrangements per engagement letters or other agreement terms.
• Assist with requesting refund checks to clients as needed.
• Maintain and adhere to client and attorney billing notes in portal.
• Review billing rates to ensure compliance with client agreements and annual rate increases.
• Review aged/unbilled work in process and provide status updates to Billing Supervisor.
• Verify accuracy of billing records, notices and statements for disbursement.
• Ensure that all tasks are completed in accordance with Firm and client billing guidelines and policies.
• Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.

Collaboration and Teamwork

• Work proactively assisting the billing specialists, attorneys, and other Finance teams to accomplish tasks.

Additional Functions

• Other related duties, as assigned.

Qualifications (Experience, Knowledge, Skills and Abilities)

• High School Diploma or equivalent required; Associate's Degree in accounting, finance, information technology or other qualitative field of study preferred.

Experience

• Minimum of two years' related experience at a law firm or legal department preferred.

Knowledge, Skills, & Abilities

• Ability to manage multiple priorities simultaneously in a deadline-driven, detail-oriented work environment, utilizing excellent judgment and decision-making skills.
• Technical skills including proficiency in Microsoft Office Suite, Adobe and time and billing software.
• Ability to work in a fast-paced, high- pressure environment. Demonstrates initiative and ability to work independently.
• Ability to streamline and summarize data, find solutions to various administrative problems and prioritize work.
• Strong verbal and written communication skills. High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
• Strong organizational skills to manage workload.
• Ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
• Working knowledge of various office equipment, including, but not limited to, computers, telephones, printers and copiers.

Work Environment & Physical Demands

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

Disclaimer

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail].