Billing Coordinator

Job Description

Job Description

POSITION SUMMARY

The Billing Coordinator is responsible for managing the Firm's billing operations and supporting the complete revenue cycle from work-in-process (WIP) management through invoicing and collections. This position works closely with Partners, Managers, and engagement teams to ensure timely, accurate billing while maintaining exceptional client service and adherence to Firm policies.

This is a systems-driven role. The Firm operates on a cloud-based practice management and billing platform, and the Billing Coordinator is expected to work in that system daily, understand how the billing module functions, run and interpret the reports it produces, and troubleshoot issues independently.

The ideal candidate is highly detail-oriented, organized, and proactive. This individual is adaptable with software, works fluently in Excel, asks questions when clarification is needed, follows established procedures, identifies discrepancies before they become issues, and effectively manages multiple billing cycles and deadlines simultaneously. Success in this role requires a strong understanding of WIP, accounts receivable, accounts payable, collections, time and expense reporting, and professional services billing practices.

Salary Range - $65,000 - $70,000 (depending on experience)

JOB RESPONSIBILITIES

Billing & Revenue Cycle Management

• Manage monthly, quarterly, annual, and project-based billing cycles across multiple service lines.
• Prepare, review, and process client invoices for hourly, fixed-fee, recurring, and special project engagements.
• Review and analyze WIP reports to identify billable activity, aged WIP, and billing delays.
• Coordinate with Partners and engagement teams to ensure timely billing and resolution of billing questions.
• Generate draft invoices and billing reports for Partner review and approval.
• Process approved invoices and distribute client billing through designated delivery methods.
• Maintain billing schedules and monitor deadlines to ensure invoices are issued timely and accurately.
• Research and resolve billing discrepancies, client inquiries, and invoice adjustments.
• Track client advance payments, progress billings, and fixed-fee installments, and apply them against billed amounts.
• Monitor unbilled time and expenses to ensure complete and accurate invoicing.

Accounts Receivable & Collections

• Process daily receipts
• Monitor accounts receivable aging reports.
• Maintain collection notes and communicate collection status to Partners and Firm leadership.
• Research and resolve payment discrepancies and unapplied cash.
• Prepare AR reports and analyses for management review.
• Assist with collection efforts while maintaining positive client relationships.
• Escalate delinquent accounts and collection concerns as appropriate.

Practice Management & System Administration

• Create and maintain client records, engagement information, project codes, and billing setups.
• Maintain client-level billing details, including billing addresses, billing contacts, invoice delivery method, and standing billing instructions.
• Ensure accuracy of client contact information and billing instructions.
• Assist with onboarding new clients in the Firm’s practice management system.
• Support system testing, process improvements, and billing-related software enhancements.

Reporting & Analysis

• Run standard system billing, WIP, realization and collection reports, understand what the data represents, and use it to answer billing and WIP questions
• Use Excel at an intermediate to advanced level for reconciliations, billing analyses, and large data sets, including pivot tables, filtering, text-to-columns, and data cleanup.
• Identify process improvement opportunities and recommend solutions.

Administrative & Team Support

• Provide support to Partners and engagement teams regarding billing procedures and questions.
• Assist with special projects related to operations, accounting, and client service.
• Cross-train with accounting and administrative staff to ensure business continuity.
• Maintain confidentiality of all Firm and client information.

COMPETENCIES

• Strong attention to detail and accuracy
• Ability to follow established processes and procedures
• Critical thinking and problem-solving skills
• Ability to ask questions and seek clarification proactively
• Excellent organizational and time management skills
• Ability to manage multiple deadlines simultaneously
• Sense of urgency and accountability
• Strong customer service skills
• Excellent written and verbal communication skills
• Professional judgment and discretion
• Team-oriented attitude with a collaborative approach
• Intermediate to advanced Microsoft Excel skills

REQUIRED EDUCATION & EXPERIENCE

• Associate's degree in Accounting, Finance, Business Administration, or related field; equivalent experience may be substituted.
• 3-5 years of billing, accounting, accounts receivable, or professional services administrative experience.
• Experience with hourly billing, fixed-fee billing, and recurring billing processes.
• Working knowledge of:
• Work-in-Process (WIP)
• Accounts Receivable (AR)
• Accounts Payable (AP)
• Revenue cycle processes
• Collections and aging reports
• Experience working with practice management, time and billing, or accounting software.
• Strong proficiency with Microsoft Office, particularly Excel.

PREFERRED EXPERIENCE

• Experience in a CPA firm, law firm, consulting firm, or other professional services environment.
• Experience with project-based billing and realization reporting.
• Experience supporting multiple partners or departments.
• Knowledge of engagement management and time-entry systems.

POSITION TYPE

• Full-Time, Permanent

EEO: Calibre is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under federal, state, or local law.