Billings & Collections Coordinator/Specialist for global professional services firm - Vertical Careers, Inc.

Billings & Collections Coordinator/Specialist

Location: Downtown LA or Century City or Newport Beach or Silicon Valley or San Francisco

Role will be mainly remote until the end of 2024 when it will be hybrid.

Our client Firm has an immediate opportunity for a Billing and Collections Specialist. This position can be based out any of our CA offices. The Billing and Collections Specialist serves as the primary contact for assigned partners/clients and is responsible for the active administration of all facets of the billing and collection function. Specific responsibilities may include reviewing and maintaining billing memos, coordinating the processing of the bills, preparing and assembling the bills and attachments, sending bills to the client, and following up with partners/clients regarding outstanding invoices. Electronic billing is a main function of the Billing and Collection Specialist’s responsibilities. This position should also have knowledge of legal terms and processes in order to properly maintain time and expenses being billed.

Essential Duties and Responsibilities:

• Review and Maintenance of Billing Memos
• Responsible for reviewing billing memos on a monthly basis, time and expenses for narrative corrections, transfers and miscellaneous maintenance, as well as finalizing the invoices.
• Familiar with legal terms and processes and with the nature of the legal work being done on the individual matters.
• Heavy telephone contact with attorneys, paralegals and assistants require excellent communication and interpersonal skills.
• Familiar with any special billing requirements of the clients/files assigned and is responsible for compliance with these requirements.

Electronic Billing

• Responsible for preparing the LEDES file to be sent to the client. This includes reviewing the file to maintain accuracy and compliance with the client’s billing guidelines. There is heavy follow-up with the client, as well as with the partners and assistants.
• Responsible for coordination and resolution of E-billing issues for assigned clients.
• Ensure timely and helpful communications are being sent to appropriate parties where the data needed to resolve an issue is fully identified and communicated efficiently and effectively.
• Proactively monitor E-billing progress including status reporting in E-billing systems, work-in-progress, client, matter and timekeeper set-ups, and other key process aspects.
• Ensure that all E-billing issues, including deductions, are monitored and resolved timely and provide submission and problem-solving assistance where needed.

Collections

• Responsible for managing the collection process for all assigned clients. This includes preparation of inventory emails, regular review of outstanding A/R, consistent follow up with responsible partners or assistants, understanding/documenting partner preferences and methods, consistently updating firm databases with partner responses, monitoring E-billing systems and reporting as needed.
• It is critical that follow up requests to partners take into account previous communications and responses, to minimize repetition and create confidence in the collection process.

Job Requirements:

Knowledge, Skills and Experience:

• Prior billing experience, preferably in a law firm environment.
• A college degree is preferred; college courses in accounting, business or related field are a plus.
• Must have the ability to effectively communicate with all levels of personnel, have excellent attention to detail and the ability to work well under pressure.
• Position requires outstanding written and verbal communications skills, excellent organizational skills and the ability to strategize, multi-task and prioritize.
• Ideal candidate has an exemplary customer service mindset and is highly motivated.. An ownership mentality, a commitment to proactive communication and exceptional follow through skills are absolutely essential for success in this position.
• Must have strong technology skills (strong Excel skills required), including third party E-billing software and an ability to leverage technology in work processes. EbillingHub experience and knowledge of Elite is preferred.
• Candidate must be very flexible and highly committed to quality, customer service, teamwork and supporting Firm and department goals in a fast-paced environment.