Client Account Coordinator - Trademark

Bakerhostetler-1; Costa Mesa (CA); Hybrid; USD 90,000 - 110,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

BakerHostetler is seeking a Client Account Coordinator for our Orange County office focused on the trademark practice. This non-exempt, hybrid role reports to the Office Administrator and supports clients and attorneys from intake through the lifecycle, delivering high-level service across billing and matter management.

The ideal candidate has a Bachelor’s degree with 5+ years of relevant experience, strong Excel and Office skills, and familiarity with legal billing processes.

Qualifications

• Bachelor’s degree with a minimum of five (5) years of related experience, or the equivalent combination of education, training, and experience may substitute for education requirement.
• Prior experience supporting a trademark practice.
• Proficient with Word, Outlook and strong working knowledge of Excel.
• Ability to use legal and financial research systems.
• Proven aptitude to learn new software applications.
• Working knowledge of the legal billing process.
• Excellent written and verbal communication skills.

Responsibilities

• Communicate and coordinate all steps of the process for new and current clients and/or matters: intake, billing, collections, client value team, attorneys and other timekeepers working on all assigned clients and/or matters.
• Oversee the setup of new clients and/or matters. Ensure billing arrangements are captured and updated as needed.
• Ensure setups are correct. Understand and monitor Outside Counsel Guidelines (OCG).
• Ensure e-billing is done correctly; accepted and rejections cleared timely.
• Track proformas for client matters to ensure prompt issuance, review, edit, and return to billing department.
• Monitor billing to ensure edited proformas are invoiced and sent to clients timely.
• Correspond with client to solve issues. Research and resolve client issues and discrepancies with software, reports and billing processes.
• Prepare special client reporting.
• Collections and coordinating with AR specialists with emphasis at fiscal year-end and calendar year-end.
• Timely and accurate completion of tasks in an organized, effective and positive manner.
• Prepare, schedule and/or attend meetings with billing attorneys, as needed.
• Other duties may be assigned.

Skills

Microsoft Office

Excel

Communication skills

Time management

Client service

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Legal research systems

Billing software

Job description

Our Orange County Office has an excellent opportunity for a Client Account Coordinator with a focus on the trademark practice. This is a non-exempt, hybrid position that reports to the Office Administrator. The ideal candidate will provide comprehensive client support and will be responsible for managing the assigned clients and matters from intake through the lifecycle of the client while providing a high level of customer service to the Firm’s attorneys, secretaries, staff, and clients.

Responsibilities

• Communicate and coordinate all steps of the process for new and current clients and/or matters: intake, billing, collections, client value team, attorneys and other timekeepers working on all assigned clients and/or matters.
• Oversee the setup of new clients and/or matters. Ensure that billing arrangements, rates, task codes, budgets, and other client billing information are accurately captured and updated as needed.
• Ensure setups are correct. Outside Counsel Guidelines (OCG) are understood, communicated and monitored.
• Ensure e-billing is done correctly; accepted and rejections cleared timely.
• Track proformas for client matters to ensure prompt issuance, review, edit, and return to billing department. Ensure compliance with OCG.
• Monitor billing to ensure edited proformas are invoiced and sent to clients timely.
• Correspond with client to solve issues. Research and resolve client issues and discrepancies with software, reports and billing processes.
• Prepare special client reporting.
• Collections and coordinating with AR specialists with an added emphasis to this task at fiscal year-end and calendar year-end.
• Timely and accurate completion of tasks in an organized, effective and positive manner.
• Prepare, schedule and/or attend meetings with billing attorneys, as needed.
• Other duties may be assigned.

Requirements

• Bachelor’s degree with a minimum of five (5) years of related experience, or the equivalent combination of education, training, and experience may substitute for education requirement.
• Prior experience supporting a trademark practice.
• Demonstrated proficiency in Microsoft Office Suite including Word, Outlook and strong working knowledge of Excel.
• Demonstrated ability to use legal and financial research systems.
• Proven aptitude to learn new software applications.
• Working knowledge of the legal billing process.
• Excellent written and verbal communication skills. Ability to communicate effectively with all levels of staff members and attorneys.
• Ability to read and interpret documents such as operating instructions, procedure manuals, general business periodicals, professional journals, technical procedures, governmental regulations, financial reports, and legal documents.
• Ability to write business correspondence that are concise, professional and accurate.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to calculate figures and amounts such as discounts, proportions, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Exhibit independent thinking and decision making.
• Excellent organizational and planning skills with ability to prioritize multiple tasks and projects to meet deadlines.
• A tolerance for uncertainty and an ability to prioritize and complete simultaneous projects with minimal supervision.
• Ability to work in a fast-paced environment with strict deadlines and demanding individuals.
• Ability to exercise discretion with confidential and sensitive information.
• A strong client service approach and team orientation.

The expected annual salary for this position ranges from $90,000 to $110,000. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.

#LI-Hybrid

Equal Opportunity Employer
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