Billing Coordinator

Farella Braun + Martel LLP, One Bush Street, San Francisco, California, United States of America Billing Coordinator (Flexible Hybrid in SF Bay Area) Supports the delivery of quality legal services to clients by assisting with all aspects of the firm’s monthly billing process. Assists with occasional special billing related projects and requests. Makes system updates of basic core billing information. This position is a flexible hybrid position requiring working in-person in San Francisco initially at least three days per week, and then at least two days per week. Day-to-Day Responsibilities Invoice Preparation: Prepares client invoices as revised by attorneys and in accordance with client guidelines using the accounting software. Researches questions and discrepancies. Interfaces with attorneys and secretaries as necessary and works with both the Billing Specialist and Time and Billing Supervisor to resolve issues and ensure the necessary data updates are in place to proceed with bill preparation. Performs text edits, makes adjustments or write-offs of fees and costs, transfers time and costs, makes rate adjustments, and updates address information. Quality control the invoices by ensuring billing information is correct before submission. Prepares task based and electronic bills, troubleshoots e-billing rejections, provides expense backup and makes "manual" adjustments to bill formats via Word as required. Invoice Recording: Reviews and verifies pre-bill to invoice data and releases the approved pre-bills for posting. Verifies release output and posts final pre-bills to accounts receivable in accounting system. Mails paper client invoices and submits electronic formats for e-bill clients. Resolve e-billing rejections/ errors and adjustments on a timely manner. Collections and Accounts Receivable: Coordinates with AR/Collections team to ensure that trust payments are applied during the billing process for the appropriate clients, based on attorney instruction. Performs mass revision and reapplication of payments to prior bills based on client or attorney requests. Provides bill and payment information when needed. Special Billing Projects: Provides expense back-up documentation as requested to support invoices and court fee petitions. Assists with budget, rate, status reports submission in e-billing portals. Cost Recovery: Performs data entry of disbursements as necessary. Reviews cost recovery/disbursement output and posts charges. Maintains monthly disbursement files and electronic cost recovery archives. Accounting Closing Activity: Assists with miscellaneous month-end tasks to ensure a prompt and accurate close and initiate the new billing cycle. Tasks include, but are not limited to, follow-up and resolution to outstanding pre-bills, including revised bill and internal bill projects. Assists the Billing Specialist as needed to alert timekeepers with time in "pending/draft/error" status, release as necessary. Revalues time entries as necessary. Posts all released time. Information Management: Performs updates to bills group addresses and data entry regarding routine client, matter and billing information, e.g. address information and bill instructions. Confirms rate information as represented on new matter intake paperwork and works with the Time and Billing Supervisor and Billing Specialist if revisions are required. Reporting: Coordinates with billing attorneys in conjunction with client requested accrual reporting. Maintains Files: Maintains accurate and current expense disbursement files. Assists System Users: Answers questions and aids attorneys and staff regarding the use of the firm’s timekeeping and matter inquiry programs. Works Cooperatively and Collaboratively with Others: Strives to meet deadlines, follow firm policy and department protocols. Maintains department customer service standards. Assists with special projects as assigned. Communicates with clients in a professional and service orientated manner. Works cooperatively with attorneys, secretaries, and other departments as necessary. Experience Minimum two (2) years billing experience in a professional services firm, preferably a law firm. Education High school diploma or GED required. Some college, accounting or business school desirable. Knowledge, Skills, and Abilities Fast learner. Familiarity regarding client billing and relevant accounting concepts and procedures. Accurate data entry with the ability to type and use 10-key by touch. Proficient in the use of MS Office Suite of software (Word, Outlook, and Excel) and windows-based accounting or finance software. Familiarity with billing software (Aderant, Elite, Prebill Viewer, Billblast – or other distributed billing system) or ability to become proficient. Strong reconciliation, research and problem-solving skills. Excellent prioritization skills with ability to pivot when needed. Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation. Ability to work effectively within a team environment and to work proactively. Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and meet deadlines. Strong organizational skills, interpersonal skills, and attention to detail. Benefits Annual base compensation range for this California position is expected to be between $75,000 and $85,000. Salary determination may vary based on experience and professional skills. Additional compensation may include discretionary bonus, health and welfare benefits, paid time off, holidays, and retirement plan benefits. The firm also offers medical, dental, vision, generous PTO, educational reimbursement and charitable contribution matching. Equal Employment Opportunity Farella is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, change of sex or transgender status, genetic information or any other basis protected by federal, state or local law. Farella is an Equal Opportunity Employer. #J-18808-Ljbffr