Legal Billing & Administrative Specialist

Houston Dose; Houston (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

Westlake seeks an experienced administrative/legal support professional to assist the legal team with invoice processing and data entry. You will review invoices, code to the correct cost centers, and monitor status from submission to payment.

Proficiency with SAP and Legal Tracker is required, with strong MS Office skills and attention to detail. You will coordinate with vendors and internal departments to resolve discrepancies, ensure compliance with billing guidelines, and assist with

Qualifications

• High school diploma required; additional college or business school preferred.
• Minimum of 3 years in an administrative, accounting, or legal support role.
• Prior experience with SAP required.
• Experience with matter and invoice management (e.g., Serengeti/Legal Tracker) strongly preferred.
• Solid MS Office skills, especially Excel and Outlook.
• Strong organizational skills and ability to follow standardized processes.
• Effective written and verbal communication with attorneys, support staff, finance, AP, and outside law firms.

Responsibilities

• Receive and review legal invoices submitted through Legal Tracker and email.
• Code and route invoices for approval.
• Verify invoices for compliance with company billing guidelines.
• Enter invoice data into SAP using the correct vendor, cost center, GL account, and any applicable project codes.
• Track invoice status (submitted, in review, approved, rejected) and follow up as needed.
• Reconcile invoice records between Legal Tracker and SAP to ensure consistency (amounts, vendors, matter numbers, and payment status).
• Work directly with vendors to resolve issues (e.g., missing W‑8/W‑9, non-payment, lost invoices).
• Work with appropriate departments to resolve cost center issues (e.g., charges posted to an incorrect cost center).
• Assist with settlements and monthly or quarterly accruals.
• Prepare quarterly expense reports by running and compiling reports from SAP and Legal Tracker.
• Provide general office support, including correspondence and expense reports.
• Comply with all company policies and procedures.
• Support the company’s goal of continuous improvement, including reviewing areas of responsibility for process improvement opportunities.

Skills

MS Office

Excel

Written and verbal communication

Organizational skills

Education

High school diploma

Tools

SAP

Serengeti/Legal Tracker

Job description

Westlake seeks an experienced administrative/legal support professional to assist the legal team with invoice processing and data entry. You will review invoices, code to the correct cost centers, and monitor status from submission to payment.

Proficiency with SAP and Legal Tracker is required, with strong MS Office skills and attention to detail. You will coordinate with vendors and internal departments to resolve discrepancies, ensure compliance with billing guidelines, and assist with