Legal Billing Specialist

Virtual Latinos; United States; Remote; USD 17,000 - 20,000; Full time

Job summary

Virtual Latinos is looking for a Full-Time Legal Billing Specialist to support a U.S.-based trial law firm client. The role covers invoice preparation, accounts receivable, retainer tracking, trust accounting, and expense management, with a strong emphasis on accuracy and client communication.

The position is hourly, paid biweekly, and requires proficiency in Clio or similar billing software, excellent English communication, and meticulous financial recordkeeping.

Qualifications

• Experience in legal billing or law firm accounting is required.
• Proficient in Clio or similar legal billing software.
• Strong attention to detail and ability to handle confidential information.

Responsibilities

• Manage the client’s legal billing and financial administration from start to finish.
• Prepare, review, and issue accurate client invoices on a biweekly cycle.
• Monitor accounts receivable, retainer tracking, and trust accounting records.

Skills

Attention to detail

Legal billing

Communication skills

Time management

Fluent English

Portuguese (plus)

Tools

Clio

Job description

Virtual Latinos is looking for a Full-Time Legal Billing Specialist to support one of our established U.S.-based clients in the legal industry.

This company is a California-based trial law firm specializing in personal injury, employment law, and civil litigation. Known for its successful track record in securing high-value settlements and verdicts, the firm combines decades of legal experience with innovative strategies and personalized client support. Its team is committed to delivering exceptional legal representation while maintaining a strong focus on accuracy, professionalism, and client satisfaction.

Hourly Rate: $12.50 - $14.50

This is a full-time, hourly position paid biweekly through Virtual Latinos.

Schedule

Monday - Friday, 9:00 am - 6:00 pm PST with 1 hr lunch break

Job Summary

The VA will manage the client’s legal billing and financial administration processes, including invoice preparation, accounts receivable, retainer tracking, trust accounting, and expense management. This individual will take ownership of the billing cycle from start to finish, ensuring financial records are accurate, deadlines are met, discrepancies are addressed proactively, and clients receive professional communication regarding their accounts.

• Manage the twice-monthly billing cycle by preparing, reviewing, and issuing accurate and complete client invoices.
• Monitor accounts receivable, track outstanding balances, follow up on overdue payments, and ensure retainer requirements are met.
• Record and apply client payments in Clio or comparable legal billing software, maintaining accurate and up-to-date financial records.
• Prepare, issue, and track retainer replenishment requests, proactively monitoring account balances to prevent funding shortfalls.
• Maintain client trust/IOLTA accounting records and process approved trust fund transfers in accordance with firm procedures.
• Track case-related expenses, process approved payments and reimbursements, and assist with case budgeting and attorney timekeeping.
• Prepare financial reports, investigate billing discrepancies, and collaborate with attorneys, firm leadership, and the bookkeeper to resolve account issues.
• Respond professionally to client inquiries regarding invoices, payments, retainers, and account balances while proactively identifying and following up on missing information or outstanding financial matters.

Soft Skills / Personality Fit

• Exceptional attention to detail and numerical accuracy when handling client accounts and financial transactions.
• Highly organized, proactive, and dependable, with strong follow-through on outstanding balances, missing information, and unresolved discrepancies.
• Ability to independently manage the billing process from start to finish and meet recurring deadlines.
• Strong analytical and problem-solving skills, with the ability to identify inconsistencies and resolve financial issues.
• Excellent written and verbal communication skills, with the ability to handle client billing inquiries professionally.
• Ability to collaborate effectively with attorneys, firm leadership, and bookkeeping personnel.
• Strong sense of ownership and accountability, ensuring financial matters are completed accurately and on time.
• Fluent in written and spoken English, with the ability to communicate clearly with clients and internal stakeholders.
• Portuguese speaker is a plus, but not mandatory.

Technical Qualifications

• Experience in legal billing, law firm accounting, bookkeeping, accounts receivable, or a closely related financial role within a law firm is required.
• Strong proficiency in Clio or comparable legal billing and practice management software.
• Strong knowledge of client trust accounting and IOLTA procedures, including accurate recordkeeping and authorized fund transfers, is highly preferred.
• Ability to prepare financial reports, investigate discrepancies, and maintain accurate, well-organized financial records.
• Strong understanding of financial accuracy, confidentiality, and adherence to established accounting procedures.