Legal Billing Specialist

Coda Search│Staffing; Hackensack (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Coda Search│Staffing is seeking a Billing/Timekeeping Specialist in New Jersey to manage Court-ordered time and expense submissions with precision and compliance for a fast-paced law firm. You will review orders, establish submission requirements, and ensure timely reporting.

You will compile and audit time, expenses, and pre-bills, coordinating with attorneys, paralegals, and accounting to resolve issues and finalize reports. Excellent organization and communication are essential in this role.

Qualifications

• Ability to independently manage a high volume of projects and deadlines with accuracy.
• Excellent organizational, analytical, and problem-solving skills.
• Strong written and verbal communication with all levels of staff.
• Proficiency with accounting, billing, payables, timekeeping, and expense management platforms.

Responsibilities

• Manage the firm’s Court-ordered time and expense submission process with accuracy and timeliness.
• Review Court Orders and billing protocols to set submission requirements, deadlines, and guidelines.
• Compile, review, and audit attorney and staff time, expenses, pre-bills, and documentation for accuracy and compliance.
• Coordinate with attorneys, paralegals, Accounting, and Senior Management to resolve billing/submission issues and finalize submissions.

Skills

Timekeeping

Billing

Accounting software

Attention to detail

Communication skills

Tools

Billing software

Timekeeping platforms

Accounting systems

Job description

• Manage the firm’s Court-ordered time and expense submission process, ensuring accurate, timely, and compliant reporting.
• Review Court Orders, Common Benefit Orders, and billing protocols to establish submission requirements, deadlines, and billing guidelines.
• Compile, review, and audit attorney and staff time, expenses, pre-bills, and supporting documentation for accuracy, appropriate coding, and compliance.
• Coordinate with attorneys, paralegals, Accounting, and Senior Management to address billing and submission issues, obtain approvals, and finalize submissions.
• Create and maintain billing and submission schedules, matter numbers, task codes, billing rates, and related billing system information.
• Proactively communicate deadlines, outstanding items, and submission requirements firm-wide.
• Serve as a primary point of contact for timekeeping, billing, and Court submission matters, including researching and resolving related inquiries.
• Coordinate with Court-appointed CPAs, Special Masters, and other external administrators regarding audits, compliance reviews, and inquiries related to the firm’s time and expense submissions.
• Prepare and distribute monthly billing and submission reports under the guidance of Senior Management.
• Train and support new hires on timekeeping policies, procedures, and firm billing and expense platforms.
• Maintain accurate records and supporting documentation for billing, audit, litigation, and Court-related purposes.
• Assist with documentation for litigation and court appearances, as needed.
• Assist with ad hoc projects as needed.

You possess:

• Ability and experience to independently manage a high volume of projects and competing deadlines with accuracy and attention to detail.
• Excellent organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills with the ability to effectively interact with employees at all levels.
• Proficiency with accounting, billing, payables, timekeeping, and expense management platforms.
• Ability to interpret and apply Court Orders, billing protocols, and internal policies.
• Ability to maintain strict confidentiality and exercise sound judgment and discretion.
• Ability to work effectively under pressure in a fast-paced, team-oriented environment.