Billing Coordinator

Ropes & Gray LLP; Los Angeles (CA); Hybrid; USD 69,500 - 100,800; Full time

Job summary

Ropes & Gray LLP in Los Angeles is seeking a Billing Coordinator responsible for managing billing for assigned lawyers and clients. The role requires maintaining accurate invoices and supporting a dynamic professional environment.

Candidates should possess at least two years of experience in a professional services environment and demonstrate strong analytical and interpersonal skills. This role demands a hybrid work presence, ensuring effective collaboration and business continuity.

Qualifications

• Minimum of two years experience in a professional services environment with billing software.
• Ability to work independently with limited supervision.
• High degree of confidence and maturity.

Responsibilities

• Maintain knowledge of client terms and ensure timely invoice issuance.
• Analyze invoices and resolve discrepancies.
• Communicate with lawyers and administrative staff regarding billing.

Skills

Analytical skills

Interpersonal skills

Communication skills

Customer service

Professional maturity

Self-direction and work ethic

Education

Bachelor’s degree

Tools

3E

Elite

Aderant

Job description

The Billing Coordinator is responsible for all aspects of billing for an assigned group of lawyers and clients. The Billing Coordinator is expected to serve as a resource for Billing Responsible Attorneys and their secretaries on all aspects of inventory management.

Responsibilities

• Maintain a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring invoices are issued timely and accurately, inclusive of client terms and discounts.
• Use best practices to create, present and distribute pro formas and client invoices.
• Ensure compliance with firm and outside counsel guidelines.
• Submit e-invoices on a timely basis with all necessary supporting documentation.
• Address and resolve revisions to invoices in a timely manner.
• Manage the unbilled inventory for an assigned group of lawyers.
• Communicate consistently and regularly with lawyers regarding aged balances, leveraging secretaries and firm management to escape problem accounts.
• Make recommendations for write-offs of aged or disputed balances where appropriate.
• Respond to information requests from lawyers, clients and administrative staff regarding inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash.
• Communicate firm policies and guidelines to lawyers and clients as appropriate.
• Support client and partner requests for accrual information.
• Produce and distribute standard unbilled proformas which recap client/matter time and disbursements.
• Analyze short-paid invoices and determine the correct course of action to resolve.
• Utilize firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards.
• Assist with the application of unidentified cash receipts, ensuring prompt resolution.
• Assist timekeepers and secretaries with diary entry issues and transfers between matters.
• Ensure that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition.
• Maintain documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection.
• Provide audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances.

Qualifications

• Bachelor’s degree preferred.
• Strong analytical and critical thinking skills.
• A minimum of two years experience in a professional services environment using time and billing software such as 3E, Elite or Aderant.
• Team player with strong interpersonal skills.
• High degree of confidence and professional maturity, and excellent oral and written communication skills.
• Superior customer service and the ability to work in a challenging and dynamic environment.
• Self-directed with a strong work ethic; capable of working independently with limited supervision.
• Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines.

Compensation and Total Rewards Package

• Los Angeles $69,500 - $100,800
• San Francisco $79,100 - $114,700

Working Conditions

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.

Ropes & Gray is an equal opportunity employer.