Billing Coordinator

Job Description

Job Description

Position: Billing Coordinator

Classification:  Non-exempt

Reports to:  Controller

Salary: $60,000

Location:  Open to remote or hybrid work. Hybrid employees may work from our Philadelphia, New York City, or Washington, D.C. offices.

 

JOB DESCRIPTION

Summary

Compiles, manages, and processes client billing, including pre-bill review, electronic invoicing, and client-specific billing requirements. Performs other accounting and bookkeeping duties according to established policies and procedures. Maintains contact with attorneys, staff, vendors, and clients; safeguards the confidentiality of client and Firm matters; monitors invoice status; and helps ensure accurate and timely billing.

Essential Duties and Responsibilities

• Prepare, review, edit, and finalize monthly and ad hoc client bills.
• Process complex billing arrangements, including fixed-fee matters, matter-specific discounts, split-party billing, electronic billing, and other client-specific or alternative billing arrangements.
• Monitor work in progress and billing approval queues, follow up on outstanding approvals, and resolve workflow issues that delay invoicing.
• Review invoices for accuracy, including time and expense entries, rates, discounts, billing codes, supporting documentation, and client-specific requirements.
• Review and apply client billing guidelines and submission requirements.
• Submit and monitor invoices through client e-billing platforms.
• Research and resolve rejected invoices, billing compliance issues, reductions, and other submission errors.
• Maintain client and matter billing instructions, billing schedules, invoice formats, and related records.
• Assist with new matter setup and the entry or maintenance of billing information.
• Apply retainer funds and process approved write-offs in accordance with Firm policies and established authorization procedures.
• Process credit card payments, consultation payments, and related transaction documentation.
• Research and respond to billing inquiries from attorneys, staff, and clients.
• Create and distribute monthly and ad hoc billing reports, including reports related to work in progress, invoice status, aged balances, and other billing metrics.
• Follow up on outstanding invoices.
• Maintain complete and accurate billing records and supporting documentation.
• Maintain and update billing procedures and process documentation.
• Protect the confidentiality of client, employee, and Firm information.
• Assist with Accounting projects, data entry, shared-folder monitoring, cross-training, and backup coverage as needed.
• Perform other related duties as assigned.

Education, Experience and Skills

• College-level accounting coursework or a degree in Accounting, Finance, Business, or a related field is preferred.
• Two or more years of hands-on legal billing experience in a law firm environment is preferred.
• Prior experience in billing, accounts receivable, accounting operations, or a related function.
• Experience with legal billing software and client e-billing platforms is preferred.
• Proficiency with Microsoft Office, including Excel reporting, formulas, and PivotTables.
• Ability to learn and effectively use billing systems, client e-billing platforms, document-management tools, and other business technology.
• Ability to accurately process detailed and complex billing arrangements.
• Ability to manage a high volume of work while meeting established deadlines.
• Strong organizational and time-management skills, with the ability to manage multiple responsibilities and competing priorities.
• Strong attention to detail and commitment to accuracy.
• Ability to anticipate work needs, take initiative, and follow through with minimal direction.
• Ability to adapt to changing priorities and assist across Accounting when business needs extend beyond routine billing responsibilities.
• Ability to communicate and collaborate effectively with attorneys, paralegals, administrative staff, clients, and colleagues.
• Ability to handle confidential and sensitive information with discretion.
• Flexibility to work additional hours, including occasional evenings or weekends, when business needs require.

Equal Employment Opportunity Statement

Klasko Immigration Law Partners, LLP provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable law.

Other Duties and Accommodations

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.