V107C - Legal Billing Administrator

Job Duck; United States; Remote; USD 11,000 - 12,000; Full time

Job summary

Job Duck, LLC is seeking a highly organized Legal Billing Administrator to support accurate billing, accounts receivable, payment processing and collections for a remote team serving US-based clients.

You will review timekeeping, prepare invoices, monitor retainers, respond to inquiries, and maintain precise records while handling confidential financial information with discretion. This role offers a steady monthly compensation and the flexibility of a fully remote, EST-based schedule.

Qualifications

• 2 years of experience in administrative, billing, accounting support, or assistant role within a professional services environment.
• Previous law firm experience is preferred.
• Experience with billing, invoice preparation, payment tracking, accounts receivable, or collections.
• Strong written and verbal English communication skills, including professional business writing, grammar, and proofreading.
• Proficiency with Microsoft Office, particularly Outlook and Excel or comparable spreadsheet applications.
• Comfortable working with billing, accounting, case management, CRM, or practice management systems.
• Ability to handle confidential client and financial information with discretion.

Responsibilities

• Monitor client retainers, installment schedules, payment arrangements, and outstanding balances, providing timely and professional follow up with clients when payments or replenishments are due.
• Manage the billing cycle, including preparing pre bills, processing approved adjustments, generating final invoices and statements, and maintaining accurate billing records.
• Review timekeeping and billing records for accuracy and completeness, following up with attorneys and staff to resolve missing entries, discrepancies, or documentation issues.
• Coordinate with attorneys and internal team members regarding nonpayment concerns, recurring billing issues, and accounts requiring escalation while ensuring all activities follow established procedures and professional boundaries.
• Maintain accurate billing and collections records, update cash flow forecasts, and prepare accounts receivable, collections, and payment reports to support financial oversight.
• Respond to client billing inquiries and clearly explain invoices, payment status, retainers, and payment processes while escalating disputes, exceptions, or matters requiring legal judgment.
• Process and reconcile client payments, ensuring transactions are applied to the correct accounts and investigating missing, delayed, or incorrectly recorded payments.
• Manage routine accounts receivable and collections activities, including contacting clients regarding overdue balances, tracking collection efforts, monitoring aging accounts, and escalating accounts requiring additional action.

Skills

Billing & Invoicing

Accounts Receivable

Payment Processing

Client Communications

Microsoft Excel

CRM / Practice Management

Confidentiality

Independent Work

Tools

Lawmatics

Job description

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive.

As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we've earned the Great Place to Work Certification every year since 2022!

Job Description

Job Duck is seeking a highly organized and detail-oriented Legal Billing Administrator to support the accurate and timely management of billing, accounts receivable, payment processing, and collections activities. This role plays an important part in maintaining healthy financial operations by reviewing timekeeping records, preparing invoices, monitoring payments and retainers, and following up professionally on outstanding balances. The ideal candidate is proactive, dependable, and comfortable communicating with clients and internal team members while handling sensitive financial information with discretion. Someone who enjoys working independently, identifying discrepancies, maintaining accurate records, and keeping recurring financial processes moving on schedule will thrive in this position. This is an excellent opportunity for a resourceful professional who takes ownership of their work while knowing when to elevate exceptions or matters requiring additional review.

Monthly Compensation Range: From 1,015 to 1,100 USD

Responsibilities

• Monitor client retainers, installment schedules, payment arrangements, and outstanding balances, providing timely and professional follow up with clients when payments or replenishments are due.
• Manage the billing cycle, including preparing pre bills, processing approved adjustments, generating final invoices and statements, and maintaining accurate billing records.
• Review timekeeping and billing records for accuracy and completeness, following up with attorneys and staff to resolve missing entries, discrepancies, or documentation issues.
• Coordinate with attorneys and internal team members regarding nonpayment concerns, recurring billing issues, and accounts requiring escalation while ensuring all activities follow established procedures and professional boundaries.
• Maintain accurate billing and collections records, update cash flow forecasts, and prepare accounts receivable, collections, and payment reports to support financial oversight.
• Respond to client billing inquiries and clearly explain invoices, payment status, retainers, and payment processes while escalating disputes, exceptions, or matters requiring legal judgment.
• Process and reconcile client payments, ensuring transactions are applied to the correct accounts and investigating missing, delayed, or incorrectly recorded payments.
• Manage routine accounts receivable and collections activities, including contacting clients regarding overdue balances, tracking collection efforts, monitoring aging accounts, and escalating accounts requiring additional action.

Requirements

• 2 years of experience in an administrative, billing, accounting support, or assistant role within a professional services environment
• Previous law firm experience is preferred
• Experience with billing, invoice preparation, payment tracking, accounts receivable, or collections
• Strong written and verbal English communication skills, including professional business writing, grammar, and proofreading
• Proficiency with Microsoft Office, particularly Outlook and Excel or comparable spreadsheet applications
• Comfortable working with billing, accounting, case management, CRM, or practice management systems
• Ability to handle confidential client and financial information with discretion
• Ability to work independently, manage recurring deadlines, and maintain accurate records
• Billing and invoicing
• Accounts receivable management
• Collections and payment follow up
• Payment processing and reconciliation
• Financial recordkeeping
• Timekeeping review
• Retainer and installment payment monitoring
• Cash flow tracking
• Reporting and financial administration
• Excellent attention to detail
• Strong organizational and time management skills
• Critical thinking and problem solving
• Strong written and verbal communication
• Professional client communication
• Proofreading and business writing
• Sound judgment and discretion
• Ability to identify and investigate discrepancies
• Ability to work independently and take ownership of recurring processes
• Confidence when following up with clients, attorneys, and staff
• Proactive and dependable work style
• Collaborative mindset
• Curiosity and willingness to seek clarification when needed

Location and Hiring Details

• Location and timezone: Remote, Eastern Standard Time (EST)
• Working Hours: Monday to Friday
• Expected call volume: Light to moderate
• Software and Tools Required:
  • CRM: Lawmatics experience is a MUST