Billing Coordinator

Syntagma Group; New York (NY); Hybrid; USD 70,000 - 95,000; Full time

Job summary

A leading company in New York is seeking a full-time Legal Billing Coordinator to manage the client billing process. This role involves coordinating with partners, preparing invoices, and ensuring compliance with billing guidelines. The ideal candidate will have legal billing experience and strong analytical and communication skills. This hybrid position allows for flexibility with a mix of in-office and remote work.

Qualifications

• 2+ years of relevant legal billing experience.
• Experience in a law firm or professional services environment required.
• Strong technical proficiency in a range of software.

Responsibilities

• Manage all aspects of the monthly client billing process.
• Prepare and distribute monthly prebills to billing partners.
• Ensure billing partner approval is obtained to finalize bills.

Skills

Client Service

Analytical Thinking

Time Management

Problem Solving

Communication

Education

Bachelor's degree in Business

Bachelor's degree in Accounting

Bachelor's degree in Finance

Tools

Microsoft Office

e-billing software

Document management systems

Job description

This range is provided by Syntagma Group. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$70,000.00/yr - $95,000.00/yr

Direct message the job poster from Syntagma Group

Seeking a full-time Legal Billing Coordinator.

Hybrid Schedule: 3 days in office, 2 days remote

Location: Midtown, NY

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 administrative assistants 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 is located in New York and will report to the Billing Manager.

Responsibilities:

• Manage all aspects of the monthly client billing process and distribution of invoices to clients including:

• 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

• 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 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 Manager, and/or Senior Controller as appropriate

• Report monthly billing projections

• Prepare various billing reports and analyses, as requested by attorneys.

Requirements:

• 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 independently legally authorized to work in the United States

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Accounting/Auditing

• Industries

  Law Practice

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