Billing Specialist

Syntagma Group; Florham Park (NJ); On-site; USD 52,000 - 78,000; Full time

Job summary

Syntagma Group is seeking a Billing & Collections Coordinator to manage client invoices and collections in a law firm setting. You will process invoices, ensure accuracy of entries, and handle e-billing submissions through client portals, while maintaining compliance with client guidelines.

Ideal candidates have 3+ years in e-billing/collections within a legal environment, strong communication skills, and proficiency with 3E Elite and Excel.

Qualifications

• High school diploma plus 3+ years experience in e-billing, accounts receivable, or collections (legal industry-specific experience a plus).
• Proficiency with billing systems, 3E Elite, and Microsoft Excel.
• Strong analytical and problem-solving skills.
• Excellent communication, organization, and time-management abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Prepare, review, and process client invoices in accordance with firm policies and client guidelines
• Collaborate with attorneys and legal staff to ensure accurate billing entries, rates, and matter details
• Manage electronic billing (e-billing) submissions through client portals (e.g., LEDES formats)
• Ensure compliance with client billing requirements, including outside counsel guidelines
• Maintain accurate billing records within 3E (Elite) or equivalent system
• Support audit requests and reporting as needed
• Monitor aging reports and follow up on outstanding invoices.
• Identify overdue accounts and contact clients via phone, email, or portals to secure payment.
• Communicate professionally with clients regarding billing inquiries, discrepancies, and payment status
• Document all collection activities and maintain organized records.
• Investigate short-pays, chargebacks, and discrepancies.
• Escalate high-risk accounts to management as needed.

Skills

Billing systems

3E Elite

Accounts receivable

Excel

Communication

Education

High school diploma

3+ years experience in e-billing/collections (legal)

Tools

3E Elite

Microsoft Excel

Job description

The Billing & Collections Coordinator is responsible for managing the firm’s billing processes, supporting attorneys and clients with invoicing, and overseeing collections efforts to ensure timely payment of outstanding balances. The ideal candidate has prior experience in a law firm environment and is proficient in 3E (Elite) or similar legal billing systems. This role requires strong attention to detail, excellent communication skills, and the ability to work with clients, internal teams, and third-party billing platforms to resolve billing issues efficiently.

Key Responsibilities

Prepare, review, and process client invoices in accordance with firm policies and client guidelines

Collaborate with attorneys and legal staff to ensure accurate billing entries, rates, and matter details

Manage electronic billing (e-billing) submissions through client portals (e.g., LEDES formats)

Ensure compliance with client billing requirements, including outside counsel guidelines

Maintain accurate billing records within 3E (Elite) or equivalent system

Support audit requests and reporting as needed

Monitor aging reports and follow up on outstanding invoices.

Identify overdue accounts and contact clients via phone, email, or portals to secure payment.

Communicate professionally with clients regarding billing inquiries, discrepancies, and payment status

Document all collection activities and maintain organized records.

Investigate short-pays, chargebacks, and discrepancies.

Escalate high-risk accounts to management as needed.

Knowledge, Skills, Abilities, And Education

High school diploma plus 3+ years of experience in e-billing, accounts receivable, or collections (legal industry-specific experience a plus).

Proficiency with billing systems, 3E Elite, and Microsoft Excel.

Strong analytical and problem-solving skills.

Excellent communication, organization, and time-management abilities.

Ability to handle confidential information with discretion.