Legal Billing Assistant

iCapital; New York (NY); On-site; USD 33,000 - 47,000; Part time

Job summary

iCapital is seeking a Legal Billing Assistant Contractor to provide administrative support for the Legal and Compliance teams, interacting with internal stakeholders, law firms, vendors, clients, and investors.

You will manage onboarding of software for processing invoices, oversee Coupa-based invoice workflows, and handle payments processing, while maintaining strict confidentiality and high attention to detail.

Qualifications

• Bachelor's degree is required.
• Excellent written and verbal communication and interpersonal skills.
• Comfortable in a dynamic environment and able to work independently.
• Willing to provide executive support beyond the typical workday.
• Proficient with Microsoft Office; Coupa experience is a plus.
• Experience scheduling and managing processes in a fast-paced setting.
• Prior experience in a law firm or corporate law dept or AP is helpful.

Responsibilities

• Provide administrative support for Legal and Compliance vendors and external constituencies.
• Communicate, schedule, and collaborate with the Legal team and other internal groups.
• Process and manage invoices, including approvals and payments.
• Oversee software onboarding and rollout for processing legal invoices.
• Manage the invoice process in Coupa ensuring accuracy and compliance.
• Serve as primary contact for legal vendors on billing questions and payment status.
• Support special requests and help move deliverables forward.

Skills

Attention to detail

Executive support

Confidentiality

MS Office

Coupa

Scheduling

Communication

Education

Bachelor's degree

Tools

Coupa

Microsoft Office

Job description

• ICapital is looking to hire a Legal Billing Assistant Contractor to provide administrative support and serve as a point of contact for both internal and external constituencies associated with Legal and Compliance groups' vendors and outside spending
• This role will communicate, schedule, and collaborate with the Legal team, other teams within the company, law firms, vendors, clients, potential clients, and investors
• Process and manage over $10 million in invoices from law firms and vendors, including receiving, securing approvals, and executing payments
• Supervise the onboarding of software and rollout for processing legal invoices
• Oversee the invoice process in Coupa ensuring accuracy, compliance, and proper routing for approval
• Serve as the primary point of contact for legal vendors, addressing billing questions, payment status inquiries, and issue resolution
• Help move along deliverables, facilitate special requests, and contribute to the implementation of last-minute ideas
• Improve operations and office conditions daily
• Undertake various administrative tasks for the Legal team, including document organization and review

The ideal candidate has experience interacting with high level executives and can manage up through attention to detail, strong initiative, able to work independently, and a high level of confidentiality

• Bachelors degree is required
• Excellent written, verbal, and interpersonal communication skills
• Comfort operating within a dynamic environment and executing in unfamiliar situations
• Willingness and able to provide executive support beyond the scope of a typical workday
• Proficient with Microsoft Office (Word, Outlook, Excel, PowerPoint). Experience with Coupa is a plus
• Previous experience successfully managing schedules and processes in a fast-paced environment
• Prior experience in law firm or corporate law department or working with accounts payable would be helpful