Billing Coordinator (Law Firm Experience)

SourcePro Search, LLC; Roseland (NJ); On-site; USD 52,000 - 76,000; Full time

Job summary

SourcePro Search, LLC is seeking a Billing Coordinator with at least 3 years of hands-on billing, collections, or account management experience, preferably in a law firm. The role supports the full lifecycle of client billing, collaborates with attorneys, and ensures accurate, on-time invoicing in accordance with client guidelines.

Responsibilities include prebills, final bills, eBilling submissions, and ad hoc reporting.

Qualifications

• Bachelor's degree in Accounting, Finance or Business preferred.
• Minimum three years dedicated specialized billing, collections or account management experience required.
• Hands-on experience performing complex accounting analysis.
• Law Firm or professional services background preferred.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to communicate effectively with lawyers, business services employees, and peers.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects with minimal supervision.
• Experience working independently, within cross-functional teams, in a collaborative, professional environment.

Responsibilities

• Manage billing cycle for designated portfolios of client matters and maintain professional relationships with attorneys, staff, and clients.
• Understand outside counsel guidelines and client rates; ensure accurate bill preparation.
• Prepare prebills and bills according to fee arrangements; monitor fee caps and matter budgets.
• Coordinate prebills to final bills; submit finalized bills/eBills per templates; post bills in financial system.
• Collaborate with eBilling coordinator on new client/matter set-ups and with Billing Compliance on client data.
• Communicate with partners, assistants, and clients regarding billing; respond to inquiries in a timely manner.
• Respond to inquiries on billing and payment information; assist with ad hoc reports.
• Establish back-up processes to ensure coverage and cross-training within portfolios.
• Participate in process improvements for revenue operations.

Skills

Billing

Collections

Account management

Accounting analysis

Law firm experience

Attention to detail

Written and verbal communication

Organizational skills

Cross-functional collaboration

Time management

Education

Bachelor's degree in Accounting/Finance/Business

Tools

Microsoft Office

Aderant

Job description

We are conducting a search for a motivated Billing Coordinator with at least 3 years of hands‑on experience in billing, collections, or account management. The ideal candidate is comfortable with complex accounting analysis and has prior experience in a law firm.

What You'll Do: The ideal candidate will ensure proper and accurate client billing in the life cycle of the firm's revenue management. The individual in this role handles routine client billing and less complex client matter portfolios. The individual develops strong collaborative relationships with attorneys throughout the full cycle of client billing. Excellent client services and satisfaction are required in all areas of the position.

• Responsible for the billing cycle for designated portfolios of client matters. Establishes, fosters, and maintains professional and collaborative relationships with attorneys, business services personnel, and clients to ensure compliance with both attorney and client specifications; supports all billing processes from engagement to bill posting with tact and diplomacy.
• Understands outside counsel guidelines and client agreed rates and ensures accurate preparation of bills.
• Prepare work in process prebills and bills according to alternative fee arrangements with accuracy; ensures fee arrangement is in line with the client's outside counsel guidelines, monitors fee caps, tier discounts and matter budgets; escalates where potential issues might occur (delayed billings, exceeding fee cap, etc.).
• Coordinates prebill to final bill process; ensures that the Billing Partner receive accurate prebills and that they return their prebills in a timely manner. Submits finalized bills/eBills in appropriate template format, adhering to attorney and client specifications. Sends final bills to the client using BillBlast and posts bills in financial system.
• Collaborates with the eBilling coordinator regarding new client and matter eBilling set‑ups. Collaborates with Billing Compliance team to update appropriate fields of client information, according to client billing guidelines. Takes accountability for successful submission and troubleshooting issues.
• Communicates directly with partners, their assistants and clients as requested, including following‑up on ebilling revision and contacting clients as needed. Concisely communicates arrangements with Billing Partners and clients regarding their matters; provides clients with requested information on any special billing. Responds to all inquiries relating to same in a timely manner.
• Responds to inquiries relating to billing and payment information; recommends or assists with solutions to billing issues; with assistance and guidance prepares ad hoc reports upon request.
• Establishes effective back‑up support processes (cross‑training and knowledge transfer) to ensure seamless support for all portfolio matters; ensures adequate coverage when out of the office; communicates to co‑workers and attorneys ahead of scheduled PTO.
• Participates in continuous improvement of processes for own portfolio and for the Revenue group as a whole; offers suggestions and seeks guidance to solve issues.
• Other duties as assigned.

What You'll Bring:

• Bachelor's degree in Accounting, Finance or Business discipline preferred.
• Minimum three years dedicated specialized billing, collections or account management experience required.
• Hands‑on experience performing complex accounting analysis.
• Law Firm or professional services background preferred.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to communicate effectively with lawyers, business services employees, and peers.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects with minimal supervision.
• Experience working independently, within cross‑functional teams, in a collaborative, professional environment.
• Ability to meet deadlines and work well under pressure.
• Ability to prepare accurate and detailed work product.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Law firm accounting software experience, such as Aderant, is preferred.
• Basic accounting and math skills to perform billing and reporting tasks.
• Excellent critical thinking skills and problem solving in addition to perform the essential functions of the job.
• Ability to focus attention on a task for some length of time is needed to perform the essential functions of the job.
• Exercise good judgment and decision making in performing essential function of position.
• High level of business acumen and ability to multi‑task.
• Ability to assess pertinent information, anticipates issues and outcomes, and makes effective decisions.
• Talent for delivering client service through teamwork.
• Ability to exchange information, present ideas, and report in a clear and concise manner.
• Strong initiative to proactively increase value to the position.
• Strong organizational skills and ability to manage large amounts of data.
• Ability to organize time, prioritises workload effectively, and works independently.
• High comfort level with sometimes stressful client requirements.
• Reliability, dependability, and strong motivation to respond to requests quickly.