Billing Coordinator

Clifford Chance LLP; Houston (TX); On-site; USD 78,000 - 94,000; Full time

Job summary

Clifford Chance US LLP seeks a full-time Billing Coordinator to manage client billing for an assigned group of partners in either Washington DC or Houston, TX. The role involves coordinating with partners, associates, and secretaries on time entries, prebills, drafts, and e-bills, while ensuring proper approvals and backups in the system.

The ideal candidate has 2+ years of legal billing experience, strong client service, and solid knowledge of e-billing and iManage.

Qualifications

• 2+ years of relevant legal billing experience
• Experience in a law firm or professional services environment required
• Bachelor's degree in Business, Accounting or Finance preferred
• Proven track record of providing superior client service while building rapport at all levels
• Ability to work under pressure and manage competing demands
• Strong written and verbal communication skills
• Detail-oriented with ability to identify issues and provide solutions
• Strong technical proficiency in Microsoft Office, e-billing software and document management systems
• Ability to work independently in a fast-paced environment with minimal supervision
• Must be able to work outside core business hours as needed
• Must be able to adhere to Agile Working Policy requiring three office days per calendar week
• Must be independently legally authorized to work in the United States

Responsibilities

• Prepare and distribute monthly prebills to billing partners and teams
• Process comments and revisions from partners and associates
• Monitor time and disbursement transfers and write-offs for approvals
• Prepare and distribute draft bills for review and approval
• Ensure billing partner approval to finalize bills
• Submit and monitor e-bills and update workflow notes
• Post bills in client billing system and assist with sending them to clients
• Ensure backups are filed in iManage
• Communicate billing status and arrangements with partners
• Monitor WIP and aging to meet billing goals
• Coordinate with Accounts Payable to resolve vendor discrepancies
• Maintain billing records per policy
• Respond to partner and client inquiries timely
• Escalate issues to Billing Supervisor/Manager
• Report monthly billing projections and analyses

Skills

Billing experience

Customer service

Time management

Communication

Software proficiency

Education

Bachelor's degree

Tools

e-billing software

iManage

Microsoft Office

Job description

As a global law firm our work spans jurisdictions, cultures, and languages – and so do our people.

Our culture is collaborative and inclusive— where diverse perspectives are recognised and valued. Where performing to your highest ability, unlocks equal access to opportunities to learn, thrive and grow.

We combine deep legal expertise and commercial intelligence to grow, transform, protect, and defend our clients' businesses, across every critical moment.

We operate in the sectors and regions that matter to our clients. With forward-thinking insights and innovative, tech-enabled solutions that combine deep knowledge of their sectors and markets.

You’ll build connections and work with colleagues as one global team. You’ll unlock opportunities for clients, across borders, cultures, legal and commercial disciplines.

Join us to work with colleagues as one global team – empowering each other to be exceptional and create advantage for our clients.

Who we are

As a global law firm our work spans jurisdictions, cultures, and languages – and so do our people.

Our culture is collaborative and inclusive— where diverse perspectives are recognised and valued. Where performing to your highest ability, unlocks equal access to opportunities to learn, thrive and grow.

We combine deep legal expertise and commercial intelligence to grow, transform, protect, and defend our clients' businesses, across every critical moment.

We operate in the sectors and regions that matter to our clients. With forward-thinking insights and innovative, tech-enabled solutions that combine deep knowledge of their sectors and markets.

You’ll build connections and work with colleagues as one global team. You’ll unlock opportunities for clients, across borders, cultures, legal and commercial disciplines.

Join us to work with colleagues as one global team – empowering each other to be exceptional and create advantage for our clients.

Job Description

Clifford Chance US LLP is seeking a full-time Billing Coordinator. The Billing Coordinator will be responsible for coordinating the client billing process for an assigned group of partners. This role will communicate and liaise directly with partners, managing associates and secretaries in connection with various aspects of client billing. The Billing Coordinator will also be responsible for revising bill/time entry narratives, coordinating client billing cycles and working closely with attorneys to prepare client invoices. This position can be located in Washington DC or Houston, TX and will report to the Billing Supervisor.

Responsibilities:

• Prepare and distribute monthly prebills to the responsible billing partners and their teams
• Process comments and revisions from partners and associates
• Monitor time and disbursement transfers and write-offs to obtain the necessary approvals in accordance with firm policy prior to processing them in the system
• Prepare and distribute draft bills for review and approval
• Ensure billing partner approval is obtained to finalize bills
• Prepare, submit, and monitor e-bills/update e-bill workflow notes when necessary
• Post bills in our client billing system and assist/coordinate in sending them to clients
• Ensure each posted bill has the proper backups electronically filed in the designated Billing file folder within the firm's document management system (iManage)
• Communicate and liaise proactively with billing partners regarding matter billing status, special billing arrangements, fee caps, fixed fee, etc.
• Understand Work in Progress ("WIP") Provisions and ensure aged WIP and special discounts are properly monitored and accounted for under each matter
• Monitor WIP and aging levels to assist billing partners in meeting defined billing goals
• Review, analyze and ensure matters comply with specific Clifford Chance global client agreements and outside counsel billing guidelines
• Take ownership to properly set up new matters under e-billing clients with the correct time increments, rates, discounts, e-billing codes, matter file numbers, etc.
• Confirm client and/or matter specific fee arrangements are reflected for each individual matter to ensure accurate billing and WIP accrual
• Coordinate with Accounts Payable team to resolve any vendor discrepancies
• Maintain files and documentation in accordance with the Firm's billing policy
• Respond to partner and client inquiries in a timely manner
• Escalate issues as needed to Billing Supervisor and/or Billing Manager
• Report monthly billing projections
• Prepare various billing reports and analyses, as requested by attorneys

Qualifications

Your experience

• 2+ years of relevant legal billing experience
• Experience in a law firm or professional services environment required
• Bachelor's degree in Business, Accounting or Finance preferred
• Proven track record of providing superior client service while building a strong rapport at all levels of an organization with both internal and external clients
• Ability to work under pressure and demonstrate flexibility with competing demands of internal and external clients
• Must be a strategic, analytical thinker with strong critical thinking and problem-solving skills
• Excellent time management, organizational, interpersonal skills
• Strong written and verbal communication skills
• Must be detailed oriented with the ability to readily identify issues that could impede processes while taking the initiative to provide solutions
• Strong technical proficiency in a range of software, including Microsoft Office, e-billing software and document management systems
• Ability to work independently in a fast-paced environment with minimal supervision within a team-oriented environment
• Must be able to work outside the core business hours as needed
• Must be able to adhere and comply to the Firm's Agile Working Policy which requires employees to work from the office at least three days each calendar week
• Must be independently legally authorized to work in the United States

Clifford Chance US LLP offers a comprehensive benefits and compensation package. The salary range for this role is $78,000 - $94,000. The actual salary will be commensurate with the candidate's qualifications and relevant experience.

Additional Information

Equal opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.

Find out more about our inclusive culture here.