Billing Coordinator/Executive Assistant (Law Firm Experience) - SourcePro Search

SourcePro Search is conducting a search for a motivated Billing Coordinator/Executive Assistant in New York. Ideally 3+ years experience in Aderant or Elite Billing and experience as a Legal Secretary in a law firm a plus.

This is a full-time, hybrid position with hours from 11:00 am to 7:00 pm, Monday to Friday. You'll be in the office Tuesdays through Thursdays.

The successful candidate will provide comprehensive billing and administrative support to designated firm personnel, including Partners, Associates, and key management staff. Utilizing extensive experience and knowledge of organizational policies and procedures, the candidate will undertake diverse responsibilities of a confidential and sensitive nature.

Primarily, the BC/EA will oversee complex billing and administrative tasks, ensuring adherence to firm and client requirements. This includes managing the billing cycle for assigned partner(s), conducting prebill reviews, generating final invoices, and coordinating with the revenue team for collections.

Moreover, the role involves facilitating various activities such as coordinating deadlines, analyzing information, and assisting with project management. Additionally, the BC/EA will support attorneys and legal personnel by handling essential administrative duties and responsibilities.

What You'll Do:

• Responsible for assigned Partners' billing, from prebill generation to sending and collection of invoices. High level involvement in preparing cost estimate reports for clients as requested; resolve more complex billing and accounts receivable issues with clients.
• General legal secretarial duties, including but not limited to, entering attorneys' time; preparing travel arrangements for attorneys and for clients; preparing and submitting attorney expense reports; answering telephones for attorneys as well as others in the section in a professional manner, taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); organizing and maintaining electronic and paper client files and keeping filing up-to-date; retrieving existing files through RIO and closing out and sending files off-site; providing coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits; learning/maintaining knowledge of attorneys' practice and client/matter history; relieving attorneys of administrative tasks.
• Manage attorneys' calendars.
• With attorneys' permission, manage attorneys' emails (review/delegate/file).
• Assist in projects and project management for attorneys and/or supervisor(s).
• Handle delegated sensitive and emergent emails and calls from clients, court personnel and other contacts of assigned attorneys and responsibility for follow-up; exercise judgment in responding to unique and urgent situations.
• Assist attorneys in managing their competing priorities by proactively assuming responsibility for items that can be delegated and rescheduling attorneys' commitments to be more effective.
• Anticipate what attorneys will want and follow up to ensure that they are completely satisfied.
• Escalate unfamiliar issues rapidly and anticipate/resolve potential problems.
• Assist section or practice group in assuring timely completion of assigned projects as needed.
• Participate in firm training opportunities; participate in training of other employees and staff members to promote cross-training of all employees, assist colleagues in learning new skills/tasks to integrate them into the team.
• Seek out opportunities to continuously improve skill set at a more advanced level to broaden scope of role.

What You'll Bring:

• Aderant or Elite Billing experience; advanced knowledge of legal billing processes and procedures.
• A minimum of 3 years Senior Legal Secretary experience within a law firm
• Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft Word 2010, Outlook 2010, Excel, PowerPoint, docketing software, and client relationship management software.
• Provide outstanding client service by possessing and utilizing excellent telephone and interpersonal skills with legal staff, peers, and administrators, as well as the firm's clients and external contacts.
• Assist and advise more junior peers in handling of emergency or urgent calls and assignments from legal staff, the firm's clients, or external contacts (e.g., court personnel, prosecutors, etc.).
• Thorough knowledge of legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence.
• Knowledge of various computer applications including use of internet legal research tools such as Lexis and Westlaw as may be required by the assistant's assigned attorneys.
• Demonstrated ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines, by resourcefulness, anticipating needs, prioritizing responsibilities, anticipating calendar conflicts and proactively managing schedule changes.
• Exhibit sound judgment to make decisions on sensitive issues, as well as ability to work with confidential documents and information.
• Demonstrate judgment in scheduling of attorneys' time.
• Serve as a role model to others in providing outstanding client service/support to attorneys and clients, volunteering to assist others, and supporting the firm's priorities.
• Demonstrate excellent organizational skills and strong attention to detail.
• Work independently on complex assignments, but able to work in a team environment as well.

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