Billing Coordinator

Billing Coordinator

Clifford Chance US LLP is seeking a full-time Billing Coordinator. The Billing Coordinator will be responsible for coordinating the client billing process for an assigned group of partners. This role will communicate and liaise directly with partners, managing associates and secretaries in connection with various aspects of client billing. The Billing Coordinator will also be responsible for revising bill/time entry narratives, coordinating client billing cycles and working closely with attorneys to prepare client invoices. This position can be located in any of our three US offices (NY, Washington DC or Houston, TX) and will report to the Billing Supervisor.

Responsibilities:

Manage all aspects of the monthly client billing process and distribution of invoices to clients including:

• Prepare and distribute monthly prebills to the responsible billing partners and their teams
• Process comments and revisions from partners and associates
• Monitor time and disbursement transfers and write-offs to obtain the necessary approvals in accordance with firm policy prior to processing them in the system
• Prepare and distribute draft bills for review and approval
• Ensure billing partner approval is obtained to finalize bills
• Prepare, submit, and monitor e-bills/update e-bill workflow notes when necessary
• Post bills in our client billing system and assist/coordinate in sending them to clients
• Ensure each posted bill has the proper backups electronically filed in the designated Billing file folder within the firm's document management system (iManage)
• Communicate and liaise proactively with billing partners regarding matter billing status, special billing arrangements, fee caps, fixed fee, etc.
• Understand Work in Progress ("WIP") Provisions and ensure aged WIP and special discounts are properly monitored and accounted for under each matter
• Monitor WIP and aging levels to assist billing partners in meeting defined billing goals
• Review, analyze and ensure matters comply with specific Clifford Chance global client agreements and outside counsel billing guidelines
• Take ownership to properly set up new matters under e-billing clients with the correct time increments, rates, discounts, e-billing codes, matter file numbers, etc.
• Confirm client and/or matter specific fee arrangements are reflected for each individual matter to ensure accurate billing and WIP accrual
• Coordinate with Accounts Payable team to resolve any vendor discrepancies
• Maintain files and documentation in accordance with the Firm's billing policy
• Respond to partner and client inquiries in a timely manner
• Escalate issues as needed to Billing Supervisor and/or Billing Manager
• Report monthly billing projections
• Prepare various billing reports and analyses, as requested by attorneys

Qualifications:

• 2+ years of relevant legal billing experience
• Experience in a law firm or professional services environment required
• Bachelor's degree in Business, Accounting or Finance preferred
• Proven track record of providing superior client service while building a strong rapport at all levels of an organization with both internal and external clients
• Ability to work under pressure and demonstrate flexibility with competing demands of internal and external clients
• Must be a strategic, analytical thinker with strong critical thinking and problem-solving skills
• Excellent time management, organizational, interpersonal skills
• Strong written and verbal communication skills
• Must be detailed oriented with the ability to readily identify issues that could impede processes while taking the initiative to provide solutions
• Strong technical proficiency in a range of software, including Microsoft Office, e-billing software and document management systems
• Ability to work independently in a fast-paced environment with minimal supervision within a team-oriented environment
• Must be able to work outside the core business hours as needed
• Must be able to adhere and comply to the Firm's Agile Working Policy which requires employees to work from the office at least three days each calendar week
• Must be independently legally authorized to work in the United States

Clifford Chance US LLP offers a comprehensive benefits and compensation package. The salary range for this role is $78,000 - $94,000. The actual salary will be commensurate with the candidate's qualifications and relevant experience.