E-Billing Specialist

About the Position The E-Billing Specialist is responsible for managing all aspects of the firm’s electronic billing processes, ensuring clients receive timely and accurate invoices through e-billing platforms while maintaining compliance with client outside counsel billing guidelines. This role serves as the primary point of expertise for e-billing systems, matter setup, invoice submission, and resolution of billing issues across the firm’s client portfolio. The physical demands of this position are representative of those that must be met by an employee in order to successfully perform the essential functions of the position. These include being both mobile and stationary throughout the workday, having the ability to transport 25 pounds and being able to operate a computer and other business equipment found in the office. Responsibilities Promote a client service mindset both internally (within the firm) and externally (with clients) when supporting the e-billing and broader billing process. Set up new matters on e-billing vendor platforms (including TyMetrix, CounselLink, Legal Tracker, Brightflag, and others) and configure corresponding settings within the firm’s billing system. Obtain, maintain, and enforce outside counsel billing guidelines (OCGs) for all e-billing clients, ensuring attorney time entries and invoice content are compliant prior to submission. Prepare and submit e-bills through all applicable vendor platforms in a timely manner; proactively monitor submission status and resolve rejections, reductions, and line-item disputes. Coordinate appeals on reduced or rejected invoices, working with attorneys and clients to provide supporting documentation and achieve resolution. Review pre-bills and final invoices for accuracy, completeness, and compliance with firm policies, engagement letters, and client-specific billing guidelines before submission. Edit time entries and expense descriptions to comply with firm and client standards, including client specific task and activity coding requirements. Maintain accurate client, matter, and billing setup data within the firm’s timekeeping and financial systems, including addresses, designations, budgets, billing notes, and e-billing configurations. Thoroughly review new and amended legal service agreements and outside counsel guidelines to ensure billing compliance; attach and track relevant documents within the client/matter database. Coordinate the standard billing process as needed, including processing pre-bills, assisting with edits, adjustments, write-offs, and submitting final invoices. Track billing deadlines across all clients and platforms to ensure invoices are processed and delivered on time. Review and follow up on aging accounts receivable with clients and attorneys; communicate and collaborate with the accounts receivable and collections teams to escape collection matters as appropriate. Serve as the primary point of contact for attorneys and staff regarding e-billing requirements, platform issues, and client-specific guidelines. Communicate proactively with attorneys regarding missing time, billing discrepancies, or other issues that may impact timely invoicing or collections. Prepare and distribute billing-related reports as requested by the Revenue Manager, including aging, realization, and e-billing performance summaries. Support month-end and quarter-end billing activities and assist with other billing-related projects or tasks as assigned. Maintain confidentiality of client and firm financial information and adhere to established internal controls and procedures. Competencies Customer Service Mindset Questioning Mindset / Forward Thinking Analytical Ability Attention to Detail and Thoroughness Communication Skills - Both Verbal and Written Flexibility and Adaptability Sound Judgment and Confidentiality Teamwork and Collaboration Time Management / Project Management Initiative and Self-Direction About You Experience, Education and Training: Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent experience in an accounting or finance role. Minimum three years of experience in legal billing, with a focus on e-billing preferred. Demonstrated experience with e-billing vendor platforms including TyMetrix, CounselLink, Legal Tracker, Brightflag, and E-Billing Hub. Working knowledge of task codes, activity codes, and expense codes as applied in legal e-billing. Experience reading, interpreting, and applying outside counsel billing guidelines. Familiarity with client/matter database structure, including billing setups, budgets, and designations. Strong proficiency with Microsoft Office products, specifically Excel (intermediate to advanced level). Experience with Aderant, 3E, iManage, or comparable legal billing systems preferred. Strong analytical, mathematical, and problem-solving skills. Ability to manage high-volume invoice workloads and meet strict billing deadlines. Benefits Comprehensive medical, dental, and vision insurance plans Firm-provided life insurance and disability coverage 401k with employer contribution or match depending on plan design Generous PTO and leave policies Firm holidays Remote work flexibility Wellness program Employee assistance program Professional development opportunities Closing Statement Warner hires top talent at every point in our organization. We are seeking dedicated professionals with diverse backgrounds who strive to support the firm and its goals. Our collegial culture attracts people with diverse skills and backgrounds who are dedicated to teamwork and client service. #J-18808-Ljbffr