Billing Coordinator

Cox, Castle & Nicholson LLP; Los Angeles (CA); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

401(k)

Generous vacation time

Job summary

Cox, Castle & Nicholson LLP is looking for a Billing Coordinator in Los Angeles. This role involves processing and distributing client invoices, maintaining billing compliance, and assisting with month-end tasks. Candidates should hold a Bachelor's degree in Finance or Accounting and have 2-4 years of billing experience in a professional services firm. Familiarity with e-billing systems like Legal Tracker and excellent Excel skills are preferred. The target salary is $65,000 to $80,000 annually, with comprehensive benefits.

Qualifications

• Bachelor’s degree or equivalent, major in Finance, Accounting or related field preferred.
• Two to four years prior billing experience in a professional services firm preferred.
• Knowledge and experience in the legal industry, including major e‑billing systems, is a plus.

Responsibilities

• Process client invoices within the Elite system according to partner instructions.
• Generate and distribute month-end proformas.
• Follow up on unassigned time entries for timely billing.
• Send invoices electronically via email or third-party vendor.
• Assist with month-end closing processes, running reports and verifying entries.

Skills

Excellent verbal and written communication skills

Ability to work collaboratively

Excellent organizational and tracking skills

Ability to multi‑task and prioritize

Knowledge of Microsoft Excel and Word

Typing speed of 40 wpm

Education

Bachelor's degree in Finance, Accounting or related field

Tools

Elite billing system

eBillingHub

Legal Tracker

CounselLink

Microsoft Excel

Outlook

Job description

We currently have a great opportunity for a Billing Coordinator based in our Los Angeles office. The Billing Coordinator will be responsible for performing all functions related to processing and distributing the firm’s client invoices. This includes, but is not limited to, generating and editing proformas, entering and/or modifying time and cost entries, creating invoices according to partner and client specifications, sending invoices to clients either by mail or electronically, submitting invoices to e‑billing systems and following up on any rejected invoices, updating timekeeper and rate information in e‑billing systems, assisting with month‑end closing tasks, and a wide variety of other duties as assigned or as necessary.

Essential Duties and Responsibilities

• Processes client invoices within the Elite system according to partner instructions and ensures that invoices are in compliance with the firm’s billing policies and procedures.
• Generates and distributes month end proformas as well as on‑demand proformas.
• Follows up to ensure that unassigned time entries are appropriately transferred to a billable matter in a timely manner.
• Monitors and maintains special billing arrangements to ensure that client invoices are processed according to partner and client requirements.
• Sends invoices electronically either by e‑mail or through a third‑party vendor.
• Documents and updates all billing procedures including electronic billing process for each client.
• Assists with month‑end closing process which includes running reports, verifying that all time entries and cost entries have been entered and posted, finalizing all batches and running final audit reports.
• Monitors missing time for attorneys and proactively follows up to ensure timely time entry.
• Submits accrual information to clients as requested.
• Provides assistance to attorneys, secretaries and clients including answering billing questions, running AR and unbilled reports, providing invoice copies, and providing detailed or summarized information regarding time and cost entries and invoices either by generating Elite reports or by using Excel.
• Assists others within the department and firm (accounts payable, accounts receivable and collections) when needed.
• In addition to the above, assists with special projects and other duties as assigned.

Knowledge, Skills and Capabilities

Education and/or Experience

• Bachelor’s degree or equivalent, major in Finance, Accounting or related field preferred.
• Two to four years prior billing experience in a professional services firm preferred.
• Knowledge and experience in legal industry, including experience with major e‑billing systems such as eBillingHub, Legal Tracker, and CounselLink a plus.

Technical Skills

• Knowledge of Microsoft Excel and Word required.
• Experience with Outlook and Elite a plus.
• Typing speed of 40 wpm and ability to do data entry for extensive periods of time.
• Ability to file alphabetically and numerically.

Additional Capabilities

• Excellent verbal and written communication skills, ability to effectively present or convey information and follow complex instructions.
• Ability to work collaboratively with accounting department staff including billing team to consistently achieve department goals and objectives.
• Ability to multi‑task and prioritize assignments in order to meet deadlines.
• Initiative to identify opportunities for improvements to own or department work processes.
• Ability to consistently produce high quality work that is both accurate and succinct.
• Supports firm policies and procedures in all areas.
• Ability to adapt to new systems, processes and procedures.
• Ability to respond promptly and consistently to requests from attorneys, clients, vendors and staff, and request assistance and follow up on any open issues.
• Excellent organizational, tracking and follow‑up skills.
• Identifies problems or deviations from standard practices and effectively brings to the attention of supervisors for resolution.
• Ability to use discretion and diplomacy in giving out information.
• Ability to effectively interface with attorneys, staff, clients and vendors.
• Maintains a positive, courteous and professional demeanor.
• Ability to operate office equipment including computers, photocopy and scanning machines.

Work Environment and Physical Requirements

• Ability to work overtime on weeknights and weekends as needed and scheduled.
• Physical requirements include:
• Ability to sit, stand, stoop and reach for up to eight or more hours per day.
• Repetitive motions: substantial movements (motions) of the wrists, hands and/or fingers.
• Infrequent lifting/moving of files or boxes weighing up to 45 lbs.
• Occasionally required to bend, crouch or kneel.

Compensation

• Salary to be based upon experience and education; we're targeting between $65,000-$80,000 annual.
• We offer comprehensive benefits including medical, dental, and vision as well as 401(k) and generous vacation time.
• First 90 days is fully onsite followed by 4 days in office, 1 day at home schedule.

Cox, Castle & Nicholson is an Equal Opportunity Employer. Cox, Castle & Nicholson provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Cox, Castle & Nicholson will consider qualified applicants with criminal histories in a manner consistent with the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO). Privacy Policy (coxcastle.com)