Billing Coordinator

Job Description

Role Overview

The Billing Coordinator will manage key activities across the full client billing cycle, including matter setup, invoice preparation, electronic billing, billing adjustments, and collections support. This role partners with attorneys, timekeepers, administrative teams, clients, e-billing vendors, and collections to ensure accurate, timely, and guideline-compliant invoicing.

Key Responsibilities

• Review new matter setups for accurate billing rates, task codes, coding, and compliance with client-specific billing guidelines.
• Prepare client budgets, billing forecasts, financial reports, and ad hoc billing analyses for attorneys, clients, and management.
• Coordinate the billing cycle, including proforma generation, invoice preparation, narrative edits, task code adjustments, billing corrections, and electronic billing file creation.
• Submit electronic invoices through e-billing platforms and portals; monitor submissions, troubleshoot rejections, resolve adjustments, and confirm successful invoice processing.
• Apply client-specific billing guidelines, special billing arrangements, invoice requirements, and electronic billing procedures.
• Monitor outstanding invoices and past-due balances while coordinating with attorneys, clients, and internal collections teams to support timely payment.
• Investigate and resolve billing discrepancies involving time entries, expenses, rates, task codes, narratives, invoice data, and client requirements.
• Serve as a primary contact for billing questions and concerns from assigned attorneys, clients, firm management, and internal stakeholders.
• Collaborate with timekeepers, administrative assistants, e-billing vendors, and other billing professionals to ensure accurate and timely invoicing.
• Manage multiple billing priorities, attorney and client relationships, competing deadlines, and follow-up activities in a fast-paced environment.
• Work overtime as business needs require.

Core Qualifications & Requirements

• Bachelor’s degree required; Business, Accounting, Finance, or a related field preferred.
• 0–4 years of relevant billing experience, with an understanding of the full billing cycle, invoice preparation, matter setup, billing adjustments, electronic billing, and collections support.
• Familiarity with electronic billing systems, e-billing platforms, client billing guidelines, invoice submission, rejection resolution, and task codes.
• Strong analytical, problem-solving, critical-thinking, and financial review skills.
• Excellent written and verbal communication skills with a customer-service-oriented approach.
• Strong attention to detail, organization, time management, and ability to manage competing deadlines.
• Self-motivated and able to work independently while collaborating effectively with attorneys, clients, and internal teams.
• Ability to manage confidential billing information and maintain accurate records throughout the invoicing process.

Nice-to-Have Qualifications

• Previous law firm or professional services billing experience.
• Experience with Elite, Aderant, or Elite 3E.
• Experience preparing budgets, billing forecasts, and financial reports.
• Familiarity with e-billing portals, eHub, and client-specific billing arrangements.
• Experience monitoring past-due invoices and coordinating with collections teams.

Core Technical Skills

• Legal billing and professional services billing
• Full-cycle billing and invoice processing
• Accounts Receivable (AR) and collections coordination
• Matter setup, billing rates, task codes, and time-entry review
• Proforma generation and invoice adjustments
• Electronic billing (e-billing), e-billing portals, and eHub
• Client billing guidelines and special billing arrangements
• Elite, Elite 3E, and Aderant billing systems
• Billing budgets, forecasts, and financial reporting
• Rejection resolution and billing discrepancy research

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.