Billing Coordinator

Haynes and Boone, LLP; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Haynes and Boone, LLP is seeking a Billing Coordinator to manage and execute attorney billing across multiple practice areas. You will generate proformas, process complex bills, and submit invoices via mail, email, and electronic systems.

The role requires close collaboration with attorneys, secretaries, staff, and clients while upholding confidentiality. Ideal candidates have 1–3 years of billing/accounting experience, solid knowledge of MS Office, and familiarity with professional services

Qualifications

• 1–3 years of relevant billing/accounting experience.
• Proficient knowledge in accounting processes and Microsoft Office applications (Excel, Word, Outlook).
• Experience with billing processes in professional services (law firms preferred).

Responsibilities

• Create, review, and edit proformas in response to attorney and secretary requests.
• Execute complex bills in a timely manner (discounts by matter, split-party billing, electronic bills).
• Compile supporting back-up documentation as required.
• Submit invoices by mail, email, and e-billing via eBillingHub and other sites.
• Configure and maintain information on e-billing sites, including setup of clients, matters, timekeepers, and rates.
• Address and resolve e-billing disputes, rejections, and short pays timely.
• Ensure compliance with firm billing policies and deadlines and client requirements.
• Review client engagement letters for billing requirements.
• Create and maintain desktop procedures related to billing.

Skills

Attention to detail

Time management

Communication skills

Microsoft Excel

Education

Associate degree in accounting

Bachelor’s degree preferred

Tools

Excel

Word

Outlook

3E billing system

Job description

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

This non-exempt position is responsible for compiling, managing, and executing attorney billing. This includes gathering all billing information, creating, and obtaining approval on several hundred proformas, and creating and distributing final invoices. This individual will support and interface with multiple billing attorneys in different practice areas across all of our Haynes and Boone office locations. This person will also communicate with secretaries, staff and Firm clients while maintaining confidentiality of client and firm matters.

Essential Duties

• Create, review, and edit proformas in response to attorney and secretary requests.
• Execute complex bills in a timely manner (e.g., multiple discounts by matter, split‑party billing, preparation of electronic bills).
• Compile supporting back‑up documentation as required.
• Submit invoices by mail, email, and e‑billing via eBillingHub and other e‑billing sites as required.
• Configure and maintain information on e‑billing sites including setting up new clients, new matters, new timekeepers, and new rates, and communicate with clients in regard to setup efforts.
• Address and resolve e‑billing disputes, rejections, and short pays timely.
• Ensure compliance with existing Firm billing policies and procedures, recommending changes when necessary.
• Ensure compliance with meeting all client, firm, and attorney deadlines (e.g. accruals, budgets, invoicing, status reports).
• Review, assess and ensure compliance with Outside Counsel Policies and Procedures.
• Review, assess and provide feedback, when requested, on the billing requirements within new client engagement letters.
• Create and maintain desktop procedures including any attorney, client or matter special handling requirements.
• Review and approve all new client and matter intake forms to ensure accurate setup in 3E including billing arrangements, rates, and discounts.
• Assist with verifying any new application changes or enhancements.
• Create and ensure compliance with any client‑specific reporting requirements (e.g., accruals, budgets, timekeepers, rates).
• Communicate professionally and courteously with clients, attorneys, paralegals, and other staff.
• Create billing schedules and various other billing analyses as needed.

Other Duties

• Assist with special projects as needed.
• Perform other related duties as assigned.

Reporting Relationship

The Billing Coordinator reports directly to the Manager or Supervisor of Billing and works closely with various partners in leadership positions. This position does not supervise staff.

Qualifications

Knowledge/Experience One to three years of relevant experience is required. This individual must have proficient knowledge in accounting processes and Microsoft Office applications, primarily Excel, Word and Outlook. A solid understanding of the billing processes in the professional services industry (ideally within a law firm environment) is preferred. A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is needed for this position.

Skills

The Billing Coordinator must have superior attention to detail, time management and organizational skills. Additionally, the ideal candidate must possess strong analytical skills and be able to effectively multi‑task and prioritize work to meet aggressive deadlines. The individual must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team. The ability to work with many different types of personalities at all levels of organization is a must.

Education

An associate degree in accounting or related field is required; a bachelor’s degree is preferred. Equivalent experience will be considered.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs.; This position requires constant communication and exchange of information with the Firm attorneys, clients, and staff; This position must be able to inspect and observe information on a computer screen at least 80% of the time. Working Conditions Office Environment. Occasionally working additional hours beyond the normal schedule may be required to meet firm or client demands.

Working Conditions

Office Environment. Occasionally working additional hours beyond the normal schedule may be required to meet firm or client demands.

Haynes Boone is among the fastest-growing firms in the Am Law 100, providing full‑service counsel across sectors, including corporate, energy, financial services, real estate, restructuring, litigation, intellectual property and specialty transactions. The firm represents companies at all stages – many in the Fortune 500 and S&P 500 and hundreds that are well‑funded, exchange‑listed, privately held and/or in emerging‑growth mode. More than 700 lawyers practice across 19 global offices in California, Colorado, Illinois, New York, North Carolina, Texas, Virginia, Washington, D.C., London, Mexico City and Shanghai.

Our Vision of Success

Excellence in inclusion and engagement is a Haynes and Boone core value.

We recruit the best and the brightest and seek to attract, retain, and promote individuals who reflect the global marketplace, our clients, and the communities we serve.

We strive to create an environment in which each individual at every level has the opportunity to succeed professionally, regardless of age, disability, ethnicity, gender, gender identity and expression, national origin, parental status, race, religion, sexual orientation, and/or socio‑economic experiences.

We recognize that our commitment to inclusion and engagement enhances our other core values of commitment to client service and a teamwork culture.

Our Culture and Values

• A client‑first focus that demands superior service
• Teamwork
• Accountability
• Mutual respect and trust
• Civility and humility
• Inclusion and engagement
• Highest ethical standards
• Planning for the firm’s long‑term best interests
• The greater good of the firm over the individual
• Sound financial management
• Long‑term stability
• Community and civic engagement

Our Brand

• A unique culture and work environment
• An exceptional law firm to work for and to be from
• Leaders in energy, technology, financial services, and private equity
• Understands and delivers value solutions
• Works cooperatively with non‑legal service providers to deliver integrated solutions
• A community leader and influencer
• Commitment to wellness for attorneys and staff