Billing and Payment Coordinator

Billing And Payment CoordinatorFalcon Rappaport & Berkman (FRB) is a dynamic and rapidly growing law firm committed to an interdisciplinary approach to legal practice. Our team comprises thought leaders across diverse practice areas, including nationally recognized experts in web3, taxation, corporate law, and emerging technologies. By integrating specialists from multiple disciplines, we deliver innovative and comprehensive solutions that exceed client expectations. At FRB, we prioritize respect, appreciation, and work-life balance, fostering an environment where our team members thrive both personally and professionally. We are dedicated to investing in our employees' growth through mentorship, continuing education, and meaningful career advancement opportunities.FRB is seeking a detail-oriented and highly motivated Billing And Payment Coordinator to join our growing Finance Department. In this full-time role, you will play a critical part in managing the firm's billing operations and supporting core accounting functions, ensuring accuracy and timeliness across client invoicing, retainer and operating account administration, and financial recordkeeping. The ideal candidate will possess strong analytical skills, exceptional attention to detail, and the ability to collaborate effectively with attorneys and administrative staff to support the firm's continued growth and financial success.Key ResponsibilitiesBillingAssist in coordinating with attorneys to obtain and compile prospective client activity reports, ensuring timely and accurate data collectionServe as a Billing Coordinator backup to cover colleagues during vacations and absences and handle overflow work during peak billing periodsAssist in the monthly billing cycles, including invoice generation, distribution, and follow-up on outstanding balances; conduct thorough attorney bill reviews, process necessary revisions, and ensure all invoices comply with client billing guidelines and firm standardsServe as a professional point of contact for client billing inquiries, maintaining positive relationships and resolving issues promptly and courteously, and provide billing and collection support across the departmentPayment AdministrationEnter the daily deposit from posted bank transactions (wires, checks, etc.) into Clio (firm's billing system)Administer operating and retainer accounts for matters in New Jersey, New York, Connecticut, and Texas, ensuring compliance with each jurisdiction's applicable rules and firm policyReporting & TechnologyUtilize AI-powered tools where appropriate to support analysis and reportingQualifications & RequirementsBachelor's degree in Accounting, Finance, Business Administration, or a related field preferredDemonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) requiredMinimum of two (2) years of experience with advanced Microsoft Excel functions, including VLOOKUP, pivot tables, and data analysis toolsMinimum of two (2) years of hands-on experience with QuickBooks or comparable accounting software preferredPrior experience in legal billing or professional services billing preferred; familiarity with e-billing platforms (e.g., LEDES, eBillingHub) is a plusExperience or familiarity with operating and retainer account administration, ideally across multiple state jurisdictions, is a plusComfort with, and interest in, using AI tools to support billing and reporting workflowsExceptional organizational skills with the ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environmentSuperior written and verbal communication skills, with the ability to interact professionally with attorneys, clients, and colleagues at all levelsHigh degree of accuracy and attention to detail, with strong problem-solving and critical thinking abilitiesAbility to handle confidential and sensitive information with discretion and integrityCompensationCompetitive annual salary range of $60,000 - $80,000, commensurate with experience and qualifications.Work Arrangement & LocationThis in-person position is based out of either our Rockville Centre, Mount Kisco, or New York City offices, with a three month training period in the Rockville Centre office. Candidates hired for the Mount Kisco or New York City offices must complete the initial three-month training period on-site at our Rockville Centre office before becoming eligible, upon review, to transfer to their assigned office. There is potential for a hybrid work arrangement after a successful three-month onboarding period.