Senior Billing Coordinator

OVERVIEW:
The Senior Billing Coordinator (SBC) is responsible for managing the unbilled and billed inventory for a portfolio of top revenue-producing clients and lawyers. This includes producing invoices for clients with complex billing arrangements, complying with applicable collection policies and adhering to outside counsel guidelines. The SBC will work closely with partners and their secretaries, other lawyers, client contacts and Finance staff to ensure the billing process is done in a timely and accurate manner and that client balances are paid on time.
ESSENTIAL FUNCTIONS:

1. Manage the billing process for a select portfolio of high profile lawyers/clients including detailed knowledge of applicable client terms, discount arrangements and lawyer and client preferences. Specifically, the SBC will ensure:

• The billing process, from proformas to final billing is done accurately and timely in accordance to Firm standards and client guidelines
• Client guidelines are documented, updated and complied with
• E-billing issues are identified and promptly resolved, including addressing rejected invoices as well as working with attorneys and their secretaries to obtain LEDES IDs

Manage the unbilled inventory as well as any billed invoices that require revision for the assigned group of lawyers/clients:

• Ensure consistent and regular communication with Billing Responsible Lawyers (BRLs) related to aged billed balances
• Leverage secretaries and Finance management to escalate problem accounts
• Make recommendations for write-offs of aged balances where appropriate
• Ensure partners are achieving their billing incentives and the firm's billing target
• Keep matter arrangement coding current, including transactional codes and estimated bill dates
• Clear temporary matters
• Submit write-offs over $10K for approval
• Update proforma statuses and finalize invoices in accordance with firm process
• Clear Bill on Account (BOA)

Update Pricing team of any newly discovered alternative fee arrangements for review and ultimate disposition

Assist with the application of unidentified cash receipts

Create and maintain documentation of procedures, deadlines and other client and lawyer preferences related to billing

Review new matter notification emails and ensure matters in 3E are updated accordingly

Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and cash receipts

Support client and partner requests for accrual information that is timely and accurate

Other related duties as assigned

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Bachelor's degree preferred
• Strong analytical, critical thinking and effective communication skills
• A minimum of five years' experience in a professional services environment using time and billing software such as Elite or Aderant
• Provide superior customer service
• Demonstrated proficiency with MS Excel, including advanced features such as vlookup, pivot tables and filters
• Self-directed with a strong work ethic; capable of working independently with limited supervision
• Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines is required

California Comprehensive Total Rewards Package
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is $76,000 - $113,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.