Billing Coordinator

WilmerHale; Miamisburg (OH); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid time off and holidays

Hybrid schedule

Job summary

WilmerHale in the United States, Ohio, Miamisburg seeks a Finance/Accounts role to assist with maintaining client and matter financial data and provide departmental administrative support. You will manage Elite 3E records, process payments, and support cash applications with a focus on accuracy and timely service.

The role requires at least two years of office experience, strong organization and communication skills, and openness to AI-enabled tools.

Qualifications

• Minimum two years’ office experience required; professional services or legal industry preferred.
• Education may be considered in lieu of experience.
• Strong organizational and communication skills are essential.

Responsibilities

• Maintain Elite 3E client and matter maintenance records, including coding and address changes.
• Review Outside Counsel Guidelines Finance Summary and edit records to comply with OCGs and negotiated rates.
• Submit timekeepers for approval in client e-billing systems both for the Annual Rate Process and ad hoc requests.
• Monitor the Client-Matter Setup mailbox and departmental hotline for timely requests.
• Assist Accounts Receivable write-offs and pull cost receipts for invoices.
• Respond to inquiries about cash applications and ensure accurate posting of payments.
• Coordinate electronic cash receipts files from lockbox and stay current with processing methods.
• Back up Cash Management staff in GL, including wire transfers and bank reconciliations.
• Demonstrates a professional, solution-oriented approach and supports internal departments.

Skills

Organizational skills

Communication

Tech literacy

Interpersonal skills

Adaptability to AI

Education

High school diploma

BA/BS preferred

Tools

Elite 3E

Job description

About the Role

Assist with maintaining integrity of client and matter financial data. Maintain timekeeper information and p provide departmental administrative support.

What You Will Be Doing

• Maintain Elite 3E Client and Matter Maintenance Records, including but not limited to: coding; address changes; currency changes; and close/reopen matters upon request.
• Review Outside Counsel Guidelines Finance Summary and make required edits to client and matter maintenance records in Elite 3E as directed to ensure adherence to Outside Counsel Guidelines (OCGs) and any negotiated rate agreements.
• Submit timekeepers for approval in client e-billing systems both as part of the Annual Rate Process as well as on an ad hoc basis.
• Monitors Client-Matter Setups mailbox and departmental hotline to ensure requests are handled on a timely basis.
• Assists the Client Account Specialists with Accounts Receivable write-offs.
• Pull cost receipts for clients that require the cost backup to accompany the invoice.
• Responds to inquiries from firm management, partners, and staff regarding all aspects of the cash applications function.
• Ensures accurate processing of payments and the data entry that accompanies posting payments; implements processes/audits to minimize errors.
• Manages service to billing partners and their secretaries.
• Coordinates and implements electronic cash receipts files from lockbox; stays current on latest methods for more efficiently processing payments from lockbox vendors
• Accurate and timely posting of cash receipts to appropriate client and ledger accounts.
• Assists collection staff to determine proper allocation of all unallocated payments; establishes regular review of unallocated payments.
• Monitors personal account deductions data entry into 3E.
• Assists G/L group monthly to reconcile firm bank accounts.
• Backs up Cash Management staff in GL group in the set-up, approval, sending and recording of wire transfers. Works with clients and attorneys on a daily basis responding to inquiries about payments and applications.
• Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented (“can-do”) approach. Effectively supports internal departments

Required Skills

What You Will Bring to This Position

• Strong organizational skills and ability to multitask.
• Strong communication skills – oral and written.
• Demonstrated ability to effectively use PC-based and on-line technology, spreadsheet, database, and presentation software.
• Excellent interpersonal skills, as necessary to work effectively with people at all levels both internally and externally.
• Remains open to technological change as generative AI becomes more integrated into the firm's practice, actively develop comfort with new tools, and adapt how work is preformed.

Required Experience

• Minimum two years’ office experience required; professional services or legal industry preferred. Relevant education may be considered in lieu of experience.

Education:

• High school diploma required. BA/BS preferred.

Why Join Us?

• A values‑driven firm that fosters collaboration and respectThis position is eligible for a Hybrid Schedule
• Medical, dental, and vision insurance
• 401(k) with company match and profit-sharing options
• Paid time off and holidays

Our Commitment

Wilmer Cutler Pickering Hale and Dorr LLP (WilmerHale) is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran, or any other protected status under applicable law. WilmerHale will make reasonable accommodation for qualified individuals with disabilities and otherwise as required by applicable law.

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This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary.

Qualifications:

What You Will Bring to This Position

• Strong organizational skills and ability to multitask.
• Strong communication skills – oral and written.
• Demonstrated ability to effectively use PC-based and on-line technology, spreadsheet, database, and presentation software.
• Excellent interpersonal skills, as necessary to work effectively with people at all levels both internally and externally.
• Remains open to technological change as generative AI becomes more integrated into the firm's practice, actively develop comfort with new tools, and adapt how work is preformed.