Billing Coordinator - Ny Or Dc

Willkie Farr & Gallagher LLP

Billing Coordinator- New York/Washington, DC

Summary:

The New York City and Washington, DC offices of Willkie Farr & Gallagher LLP are looking for an experienced Billing Coordinator to support the Finance and Accounting Department. Willkie is an elite international law firm of approximately 1,200 lawyers located in 14 offices in six countries. 

At Willkie, we believe great people are the key to our success. As such, we are offering a highly competitive compensation package with exceptional benefits. If you are looking to work in a friendly, collaborative environment that affords unique opportunities to expand your professional development, this role is for you.

The ideal candidate will have a minimum of 5 years’ experience to be a part of our growing Finance & Accounting team working out of our New York or Washington DC office. The Billing Coordinator will be responsible for bill preparation and management of inventory. The Billing Coordinator will interface with Partners, clients, CFO, Senior Management and vendors in managing electronic billing regulations and requirements, and work on ad hoc projects within the billing department. A successful candidate will develop smooth working relationships with Partners, administrative assistants and members of the billing team.

Responsibilities:

• Print and distribute Proformas. Follow-up with Billing Partner regarding unbilled charges, especially those over 30 days. 
• Prepare monthly narrative and detailed bills. Carefully observe and apply discounts ensuring adherence to client requirements; check discounts applied by the accounting system; follow up with partner/reviewer to ensure timely review and transmittal to clients.
• Edit time records, maintain and file documentation for adjustments in a timely manner; develop awareness of repetitive adjustments; suggest ways to improve the time-keeping and adjustment.
• Send bills to clients via mail or email attachments, as well as submitting bills electronically using client-assigned vendors. In cases where the Partner sends out bills directly, ensuring the communication sent along with the bills are provided to accounting or that accounting is cc'd when sending. 
• Manage workflow and coordinate and monitor the activity of administrative assistants who have access to directly edit time entries and distribute bills to clients. 
• Work with rate tables and client arrangements. Maintain information with respect to client-specific rates, discounts, disallowed charges and required task coding. 
• Separately as it relates to electronic billing, manage submission of timekeepers for rate approvals; communicate and troubleshoot billing issues with attorneys/administrative assistant; track bill rejections and coordinate resubmissions; track timing of approval and payment of bills. 
• Actively monitor client receivables and aging thereof. Work with management to monitor unallocated funds and expedite application to WIP and AR. 
• Maintain professional and consistent communications with the firm's clients regarding their billing. 
• Act as a resource to the billing department to provide ad hoc and standard reporting for requests that come from clients and partners. Learn and utilize the reporting tool Tableau and combined with Excel become the go to person for client billing related requests. Liaise with Financial Systems group for assistance and training when needed.
• Provide support and assistance to fellow Billing Coordinators as needed. 
• Perform other duties as assigned. 

Qualifications:

• Experience working in a billing department for a law firm or professional services firm. Experience working with Elite. 
• Knowledge of Word and Advance knowledge of Excel
• Four year college degree preferred
• Ability to work with limited supervision and follow up on problem
• Ability to recommend and implement solutions
• Strong oral and written communications skills
• Demonstrate good judgement and initiative
• Strong math skills
• Strong interpersonal and organizational skills a plus
• Work well in a team environment
• A self-starter and have the ability to self-motivate
• Perform other duties and projects as assigned 

 ADA 

• Ability to sit at a desk most of the working day and walk short distances
• Needs manual dexterity, speed and accuracy in handling office equipment
• Ability to work efficiently and accurately in an atmosphere of frequent interruption
• Ability to work in close proximity to other individuals
• Ability to carry light objects, e.g., files, small objects and supplies a short distance

Employee Status

• Non-Exempt
• Hybrid 

The salary range for this role is $85,000 - $100,000 and represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting.  Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location.

Willkie Farr & Gallagher is an Equal Opportunity employer. We do not discriminate based upon actual or perceived: race, color, age, religious creed, citizenship, citizenship status and alienage, nationality, national origin or ancestry, ethnicity or creed, disability, genetic information or medical condition, pregnancy or maternity, paternity, marital or civil partnership status, caregiver status, gender (including gender identity, expression, nonconformity, gender reassignment or status as a transgender individual), sex, sexual orientation or preference, veteran or military status, height, weight or any other characteristic protected by law. We are committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let the hiring manager know.