Billing Operations Manager - Gallo Legal Services

Position Overview:

About Us:

We are the largest privately owned legal support services firm in Georgia. We have an excellent reputation in the legal community which is matched with our excellent office culture. We proudly placed in ABC's Best Places to Work for four years and placed first in the medium-sized business category in 2020. We strive to keep our quality, reputation, and culture as we grow.

Gallo Legal Services is seeking a highly organized and proactive Billing Operations Manager to lead and build out the Billing Department. This newly created role reflects the company's consistent growth over the years and its commitment to operational excellence. The Billing Manager will be responsible for overseeing the day-to-day billing and accounts receivable operations, implementing rate adjustments, conducting department audits, and developing policies and procedures to optimize performance.

This role requires exceptional cross-functional collaboration skills to work closely with other departments to identify and resolve issues related to billing, reporting, and client account management. The ideal candidate thrives in building and improving processes from the ground up while managing a growing team of six billing professionals.

Key Responsibilities:

Leadership and Oversight:

• Oversee the day-to-day operations of the Billing Department, ensuring timely resolution of issues related to invoicing, collections, and client inquiries.
• Serve as the primary point of escalation for complex billing or accounts receivable issues.
• Lead, mentor, and support the six-person billing team to achieve departmental and company goals.
• Conduct regular team meetings and one-on-one sessions to provide guidance, feedback, and professional development opportunities.

Accounts Receivable Management:

• Oversee and manage all billing and collection activities to ensure accurate and timely invoicing.
• Monitor client accounts to track on-time payments and address overdue balances.
• Collaborate with internal stakeholders and clients to resolve billing inquiries and disputes efficiently.
• Create and maintain AR tracking reports to provide visibility into outstanding balances, collection efforts, and overall cash flow.

Cross-Department Collaboration:

• Partner with operations, sales, customer service, and finance departments to address and resolve issues that impact billing, reporting, and client accounts.
• Facilitate regular communication and feedback loops with other departments to ensure consistent processes and foster collaborative problem-solving.
• Proactively identify process gaps and work with department heads to implement effective solutions that align with company goals.

Rate Increases and System Enhancements:

• Implement, document, and track all rate adjustments.
• Ensure seamless integration of rate updates into the billing process and communicate changes clearly to clients and internal teams.
• Identify and implement process improvements to enhance billing accuracy and efficiency.

Reporting and Dashboards:

• Design, build, and maintain dashboards to monitor key billing and accounts receivable metrics.
• Generate and analyze reports to provide insights into department performance, aging reports, and trends.
• Proactively identify issues and recommend solutions based on data-driven insights.

Department Audits:

• Conduct regular department audits to ensure adherence to internal policies, regulatory requirements, and client agreements.
• Review and refine billing and collection processes to identify inefficiencies and areas for improvement.
• Present audit findings and actionable recommendations to the Owner and Controller.

Policy Development and Implementation:

• Develop, document, and implement departmental policies and procedures to ensure consistency and compliance across the department.
• Train team members on new policies and processes to maintain alignment and operational excellence.

Qualifications:

Experience:

• 5+ years of experience in billing, accounts receivable, or financial management.
• 2+ years of experience managing or leading a billing or finance team in a professional services or legal environment is preferred.
• Proven experience in building and implementing reporting systems without relying on pre-built frameworks.

Technical Skills:

• Advanced proficiency in Google Sheets.
• Familiarity with billing software and financial management tools.
• Ability to build AR reporting, audit processes, and data-driven dashboards from scratch.

Analytical and Organizational Skills:

• Strong organizational skills with a high level of attention to detail and accuracy in all aspects of billing, reporting, and audits.

Communication and Leadership:

• Excellent verbal and written communication skills for internal and external client interactions.
• Strong leadership abilities to motivate and manage a team, foster collaboration, and promote accountability.
• Ability to build relationships across departments and lead cross-functional initiatives.

Education:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is preferred.

Benefits:

• Health, dental, and vision insurance coverage.

• Short-term disability and life insurance.

• Retirement savings plan.

• Professional development opportunities.

• A positive and collaborative work environment.

Work Setting:

• In-person at the Atlanta, GA (Chamblee area) location.

Why Join Gallo Legal Services?

• Company Values: We prioritize reputation, quality, exceptional client service, and our team-oriented culture.
• Growth Opportunities: As we expand our services across the Southeast, this role offers significant professional development.
• Collaborative Environment: Work alongside a team of dedicated professionals who share your commitment to excellence.

As an equal opportunity employer, Gallo Legal Services does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity, gender expression or any other characteristic protected by law in its employment.