Billing Specialist-Legal/Law Firm

Green Key Resources; New York (NY); Hybrid; USD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a detail-oriented Billing Specialist to join their dynamic team in New York City. This role is pivotal in managing the billing lifecycle, ensuring compliance with client guidelines, and collaborating closely with partners and financial staff. You will prepare invoices, monitor accounts receivable, and maintain data integrity within the billing function. The ideal candidate will possess strong communication skills and a background in law firm billing, thriving in a fast-paced environment. Join this innovative firm and contribute to their success while enjoying a hybrid work model that balances flexibility with collaboration.

Qualifications

• 2+ years of experience in a law firm billing department or similar.
• Strong proficiency in MS Office and e-billing systems.

Responsibilities

• Prepare and finalize invoices, ensuring compliance with billing guidelines.
• Monitor WIP and aged A/R, assisting partners in billing goals.
• Coordinate with clients and teams to resolve billing issues.

Skills

Billing Compliance

Communication Skills

Data Integrity

Time Management

Attention to Detail

Education

Bachelor's Degree in Accounting or Business

Tools

3E

Elite Enterprise

Aderant

MS Office

Ebilling Hub

Job description

Job Description

We are recruiting for multiple top-tier law firm clients in NYC and New Jersey. Most roles are hybrid, requiring 2-3 days per week onsite.

Responsibilities:

1. Prepare and forward proforma billing print-outs to billing attorneys; make edits to proformas per partner instructions, including, but not limited to, time descriptions, transfers, write-downs/off of unbilled time/costs in accordance with firm policy.
2. Prepare, draft, and finalize invoices for partner approval; post invoices in the firm’s financial software; prepare and submit e-bills; monitor and report on status as needed.
3. Review, analyze, and ensure compliance with clients’ Outside Counsel Billing Guidelines.
4. Communicate proactively and meet with partners to review unbilled (WIP) and billed (A/R) inventory.
5. Monitor WIP, aged A/R, and unapplied or on-account billings/cash to assist billing partners in meeting billing and collection goals; document and report on aged WIP and A/R.
6. Own the full matter lifecycle, ensuring proper setup according to client and partner requirements, including necessary activity codes, budgets, and alternative fee arrangements (AFAs), and compliance with billing requirements.
7. Follow up on partially paid invoices to ensure full collection; clean up stale time and uncollectable amounts, obtaining necessary write-off approvals.
8. Coordinate with partners on on-account invoices to ensure timely WIP relief.
9. Establish effective communication with clients’ financial staff to expedite bill processing; resolve issues related to e-billing and cost backup.
10. Respond promptly to client inquiries and escalate issues as needed.
11. Collaborate with billing, collection, and finance teams, working closely with partners and legal staff to meet firm goals.
12. Coordinate ad hoc projects as requested.
13. Provide coverage during team member absences.
14. Ensure adherence to the firm’s accounting, billing, and collection policies, maintaining data integrity.
15. Prepare various reports and analyses as needed.
16. Perform heavy editing of Litigation and Financial Restructuring timecards.
17. Perform other duties within the billing/collection function as assigned.

Qualifications:

• A Bachelor's degree is recommended, preferably in Accounting or Business.
• At least 2 years of experience in a large law firm billing department or similar industry.
• Experience with 3E, Elite Enterprise, or Aderant is preferred.
• Proficiency in MS Office, including Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Experience with Ebilling Hub and e-billing vendor sites is preferred.
• Ability to work independently, as part of a large team, and meet strict deadlines; detail-oriented.