Job Title: Senior E-Billing Coordinator
Job Responsibilities:
The Senior E-Billing Coordinator plays a vital role in the revenue cycle of the law firm by providing assistance with electronically billed matters. This includes monitoring and troubleshooting issues to ensure successful submission of invoices to clients. The key responsibilities include:
- E-billing coordination between the law firm, the e-billing vendor, and the client, including all necessary setups and submission of preliminary data such as timekeeper and matter lists.
- Managing a portfolio of more complex and demanding clients, ensuring all client and department spreadsheets and notes are up to date.
- Conducting a monthly review of assigned clients to identify new timekeepers and assist with obtaining client approval for these timekeepers. Annually, the coordinator submits a comprehensive rate card for each assigned client.
- Maintaining spreadsheets for new timekeepers assigned to each client, adding them in vendor sites for successful invoice submission, and mapping timekeeper titles on vendor sites when necessary.
- Identifying recurring violations of client guidelines and alerting the appropriate team for action.
- Setting up cost exceptions, title mapping, and recurring timekeeper rate reductions, formatting LEDES files, and understanding the time and billing system to accurately identify resolutions.
- Documenting all aspects of the e-billing process for each client and storing documentation electronically for visibility to billing management and staff.
- Maintaining a database of all e-billed clients and their billing requirements, as well as a database where yearly timekeeper rates are stored by client.
- Utilizing E-billing Hub software or third-party e-billing vendor websites to submit e-bills and conduct necessary follow-up until invoices are accepted by the client.
- Keeping invoice statuses current in the HUB with bi-weekly updates.
- Reviewing e-bills for compliance with client/vendor terms, fixing errors that could delay uploading or result in bill rejection, and handling more difficult rejections independently.
- Making recommendations and implementing internal process improvements to maximize productivity and workflow in all aspects of the e-billing function.
- Collaborating with the Guidelines team and E-Billing HUB to ensure proper invoice templates are created according to client/vendor-specific guidelines.
- Working with the Pricing team to develop and maintain rate cards for client submission and fostering a "one team" Finance Department approach.
- Participating actively in team meetings and occasionally presenting information to the broader group.
- Conducting training sessions for other team members both individually and in group settings.
- Collaborating with the Billing team to provide an overview of the E-Billing process.
- Running reports out of 3E and the E-Billing HUB.
- Providing recommendations to Billing counterparts and Management.
- Participating in firm-wide and departmental projects and initiatives.
- Assisting in training new team members as necessary.
- Performing other duties as assigned.
Education and Experience Information:
- Bachelor's degree or higher in Business, Accounting, or Finance is preferred, or equivalent experience.
- Minimum of three years of experience with professional services time and billing software.
- Minimum of three years of experience in a professional services firm, preferably in a Finance department.
- Experience with various electronic billing systems and a solid working knowledge of numerous vendor sites such as CounselLink, TyMetrix, Serengeti, and others.
- Demonstrated proficiency with MS Excel spreadsheets.
- Strong verbal, written, leadership, creative, and interpersonal skills.
Essential Capabilities:
- Exemplary customer service skills.
- Strong team player with excellent interpersonal skills.
- Ability to prioritize, handle multiple tasks simultaneously, and be flexible.
- Keen eye for detail and ability to identify issues that may slow processes.
- Initiative and consistent ability to identify and communicate opportunities for process improvement.
- Strong analytical skills, critical thinking, and ability to propose solutions to problem areas.
- Ability to work independently, thoroughly, and follow through on projects and tasks.
- Effectiveness in a multi-office environment and with a culturally and educationally diverse team.
- Excellent verbal and written communication skills.
Salary Information:
The anticipated pay range for this role varies by location and is as follows:
- Boston, Chicago, Washington, ., Los Angeles: $70,500 - $107,550
- New York: $73,900 - $112,650
This position is eligible for a discretionary bonus based on performance. The actual offered rate will depend on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data, and internal equity considerations.
Working Conditions:
This position requires a hybrid on-site presence as an essential function. Consistent and predictable on-site presence is necessary for ongoing business continuity, professional development, and effective collaboration with colleagues and management. The incumbent is expected to work the hours necessary to fulfill the responsibilities of the position, which may require more than standard hours during month and year-end closings and special projects.
