Legal Billing Coordinator

We are in search of a Billing Coordinator/Specialist to join one of the nation's leading litigation boutiques. Formed in the midst of the financial crisis in 2009 by two highly-regarded partners at leading global law firms, the firm has since grown steadily to over 60 people with offices in New York, Washington, D.C., and Chicago.

The firm occupies an elite space in the legal profession, representing important clients around the world in some of the most challenging disputes and investigations throughout America. The firm's culture is paramount and is the foundation for its success.

Job Summary:

The Billing Coordinator/Specialist will provide overall billing support as a member of the Finance team. This role assists with the preparation of client bills, ensuring client bills are processed accurately, timely and in accordance with client agreements. The Billing Coordinator/Specialist will handle a wide variety of complex adjustments to PDF and electronic bills, answer billing questions and research billing related issues, prepare and distribute billing proformas, invoices and billing related reports. The Billing Coordinator/Specialist ensures all transactions are recorded according to accounting standards and regularly collaborates with the Finance team, attorneys and admin staff to help minimize any financial exposure to the Firm. This role will operate in a hybrid environment and can be based in our New York, Washington, D.C., or Chicago office (Chicago preferred). This role reports to the Finance Director.

Primary Responsibilities:

• Handle incoming requests for client invoices, write-offs, discounts, bill template changes, electronic billing requests, report requests, access changes, billing rate information and many other billing-related questions.
• Manage all billing activities with accuracy, escalating complex clients and matters to the Finance Director when necessary.
• Works with attorneys to open New Matters per company guidelines.
• Proactively maintain and update client engagement letters to ensure accurate billing.
• Configure and maintain electronic billing profiles including coordination of new matters, timekeeper and rate approvals, required task and activity code information, client billing guidelines, following up on AR and reduced/rejected invoices.
• Monitor Accounts Receivable (AR) and unbilled time and costs for attorneys/clients/matters to ensure timely billing and payment of client invoices. Proactively communicate with all parties and address any issues or concerns.
• Consult with attorneys and legal admin team and utilize the firm's billing systems to identify solutions and best practices for meeting client billing requirements.
• Effectively utilize reports and inquiry tools in the firm's billing systems, Microsoft Excel and other various reporting and information tools to respond to information requests from clients, attorneys and legal administrative assistants.
• Build rapport and deliver stellar customer service and maintain positive working relationships with all internal and external contacts. This position requires routine communication with partners, associates/counsel, client contacts, business professionals, both inside and outside the firm.
• Maintain strict confidentiality of all financial matters and client information and firm knowledge related to job duties.
• Maintain and manage all accounts payable/receivable (AP/AR) transactions, controls, and accounting procedures.
• Work with the Finance team and attorneys to monitor and track IOLTA and unapplied cash balances according to regulatory requirements.
• Process and monitor cash receipts; input client payments as cash receipt batches, ensuring payments are correctly applied to outstanding client bills.
• Active preparation for and participation in weekly AR review meetings.
• Cross-train with other Finance team members to ensure coverage when others are on vacation and/or leave.

Experience & Qualifications:

• Bachelor's degree required, preferably in Finance, Accounting, Business Administration.
• 2+ years of billing experience at a law firm required; management/supervisory experience is a plus.
• Experience with e-billing and a strong understanding of generally accepted accounting principles (GAAP).
• Intermediate to advanced skills with MS Word and Excel, tech savvy and capable of learning new tools and systems.
• Proactive team player, able to anticipate business needs, organized and diligent about completing tasks.
• Able to communicate effectively with attorneys, professional staff and external stakeholders.
• Process oriented, efficient, able to handle competing priorities in a calm and collected manner.
• Detailed oriented, able to create checklists/process guides to ensure consistent, quality work product is delivered.

MoloLamken LLP is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, ethnicity, religion, national origin, gender, gender identity or expression, age, marital status, sexual orientation, disability or any other protected status under applicable law.