Client Account Coordinator

Role Description The Client Account Coordinator is a full-time, hybrid role based in Suffolk County, MA, with some flexibility to work from home. This position is responsible for supporting client account management activities, including maintaining accurate client records, tracking matter-related billing, and coordinating with internal teams to ensure timely invoicing and collections. Day-to-day tasks include updating account information, monitoring client billing status, preparing reports and summaries for attorneys and management, and responding to client and internal inquiries regarding accounts. The Coordinator will collaborate with finance, legal support staff, and attorneys to resolve discrepancies, assist with budgeting and forecasting requests, and help implement process improvements in client account workflows. The role also involves maintaining confidentiality of client information, adhering to firm policies, and contributing to a positive, service-oriented team environment.

Key Responsibilities:

1. Invoice Preparation & Submission

Prepare, review, finalize, and submit client invoices in accordance with firm policies and client billing guidelines.

Ensure accuracy in billing entries, task codes, and discounts.

Coordinate with the e billing team to ensure timely and accurate electronic submissions.

Obtain and document required approvals for deferrals, write offs, and time transfers

2. Client Communication & Support

Serve as the primary point of contact for billing-related inquiries from clients.

Provide timely and professional responses to client questions or concerns.

Clarify billing details and resolve discrepancies with diplomacy and accuracy.

Continuously strives to improve client service and deliverables.

3. Internal Collaboration & Support

Work closely with attorneys, legal assistants, and the accounting teams to gather necessary billing information.

Maintain ownership of issues from start to resolution, escalating complex matters to the appropriate teams when needed.

Collaborate with managers and team members to provide additional support during peak periods or when coverage is required.

4. Performance & Compliance

Ensure compliance with client billing guidelines, firm policies, and confidentiality requirements.

Maintain accurate documentation of client billing requirements and track updates or changes as needed.

Meet deadlines, performance metrics, and service-level expectations tied to billing cycles and client satisfaction.

Prepare monthly reporting as requested, coordinating with other teams when necessary and reviewing data for accuracy prior to submission.

5. Collaborates with managers when additional team support is required.

Process Improvement & Knowledge Sharing

Identify opportunities to improve and streamline billing processes and workflows.

Participate in training and development initiatives to remain current on billing systems, tools, and policies.

Provide mentoring and knowledge-sharing support to junior team members to promote consistency and best practices.

Required skill set:

Strong experience with complex billing, including multi payor, fixed fee, and split billing arrangements

Intermediate Excel skills, including formulas and pivot tables

5+ years of experience with one of the following: Elite 3E, Elite Enterprise or Aderant, preferably with 2+ years of it being Elite 3E.