Billing Coordinator
Ropes & Gray, Boston, MA, United States
Billing Coordinator
The Billing Coordinator is responsible for all aspects of billing for an assigned group of lawyers and clients. The Billing Coordinator is expected to be able to serve as a resource for Billing Responsible Attorneys and their secretaries on all aspects of inventory management.
Responsibilities include:
Maintaining a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring:
Invoices are issued timely and accurately, inclusive of client terms and discounts
Best practices are used to create, present and distribute pro formas and client invoices
Compliance with firm and outside counsel guidelines is maintained
E-invoices are submitted on a timely basis with all necessary supporting documentation
Revisions to invoices are addressed and resolved on a timely basis.
Managing the unbilled inventory for an assigned group of lawyers:
Ensuring consistent and regular communication with lawyers regarding aged balances; leveraging secretaries and firm management to escalate problem accounts
Making recommendations for write-offs of aged or disputed balances where appropriate
Responding to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash
Communicating firm policies and guidelines to lawyers and clients as appropriate
Supporting client and partner requests for accrual information
Producing and distributing standard unbilled proformas which recap client/matter time and disbursements
Analyzing short paid invoices and determining the correct course of action to resolve
Utilizing firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards
Assisting with the application of unidentified cash receipts, ensuring prompt resolution
Assisting timekeepers and secretaries with diary entry issues and transfers between matters
Ensuring that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition
Maintaining documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection
Providing audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances
Qualifications include:
Bachelor's degree preferred
Strong analytical and critical thinking skills
A minimum of two years experience in a professional services environment using time and billing software such as 3E, Elite or Aderant
Must be a team player with strong interpersonal skills
Possess a high degree of confidence and professional maturity and demonstrate excellent oral and written communication skills
Superior customer service and a demonstrated ability to work in challenging and dynamic environment
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
Compensation and 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 listed below and 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.
Boston, Chicago, Los Angeles, Washington D.C.: $69,500 - $100,800
New York: $75,800 - $109,950
San Francisco: $79,100 - $114,700
Working Conditions:
This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.
The Billing Coordinator is responsible for all aspects of billing for an assigned group of lawyers and clients. The Billing Coordinator is expected to be able to serve as a resource for Billing Responsible Attorneys and their secretaries on all aspects of inventory management.
Responsibilities include:
Maintaining a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring:
Invoices are issued timely and accurately, inclusive of client terms and discounts
Best practices are used to create, present and distribute pro formas and client invoices
Compliance with firm and outside counsel guidelines is maintained
E-invoices are submitted on a timely basis with all necessary supporting documentation
Revisions to invoices are addressed and resolved on a timely basis.
Managing the unbilled inventory for an assigned group of lawyers:
Ensuring consistent and regular communication with lawyers regarding aged balances; leveraging secretaries and firm management to escalate problem accounts
Making recommendations for write-offs of aged or disputed balances where appropriate
Responding to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash
Communicating firm policies and guidelines to lawyers and clients as appropriate
Supporting client and partner requests for accrual information
Producing and distributing standard unbilled proformas which recap client/matter time and disbursements
Analyzing short paid invoices and determining the correct course of action to resolve
Utilizing firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards
Assisting with the application of unidentified cash receipts, ensuring prompt resolution
Assisting timekeepers and secretaries with diary entry issues and transfers between matters
Ensuring that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition
Maintaining documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection
Providing audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances
Qualifications include:
Bachelor's degree preferred
Strong analytical and critical thinking skills
A minimum of two years experience in a professional services environment using time and billing software such as 3E, Elite or Aderant
Must be a team player with strong interpersonal skills
Possess a high degree of confidence and professional maturity and demonstrate excellent oral and written communication skills
Superior customer service and a demonstrated ability to work in challenging and dynamic environment
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
Compensation and 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 listed below and 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.
Boston, Chicago, Los Angeles, Washington D.C.: $69,500 - $100,800
New York: $75,800 - $109,950
San Francisco: $79,100 - $114,700
Working Conditions:
This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.