Legal Billing Coordinator (Hybrid Remote) (Jersey City)

This position allows for 2 days per week remote / work from home.

Salary: $80,000 - 100,000/year

The E-Billing Coordinator is responsible for overseeing the law firm’s electronic billing lifecycle from client onboarding through submission, tracking, and dispute resolution. Working directly with billing attorneys, legal assistants, and clients, this role ensures compliance with complex Outside Counsel Guidelines (OCGs) and optimizes electronic invoice processing using core financial management software (Aderant Expert or Thomson Reuters Elite 3E).

Key Responsibilities

• Manage the setup, maintenance, and submission of client electronic bills across third-party e-billing vendor portals (e.g., TyMetrix 360, CounselLink, Legal Tracker/Serengeti, Brightflag, Collaborati, Zebra).
• Utilize Aderant Expert or Elite 3E to generate, validate, and process LEDES-formatted invoices (LEDES 1998B, 1998BI, XML2.0) and custom electronic file formats.
• Map and update fee arrangements, billing codes (UTBMS/Task, Activity, and Expense codes), and client-specific rate structures within the enterprise management system.
• Set up new client profiles, matter profiles, and timekeeper credentials within client e-billing portals; submit timekeepers and rates for client approval.
• Monitor e-billing portal status dashboards daily to identify, analyze, and resolve rejected or pending invoices.
• Research and address short-payments, invoice reductions, write-offs, and billing appeals resulting from technical errors or line-item non-compliance.
• Partner with billing partners and practice group assistants to revise billing narratives, obtain necessary tax/rate documentation, and resubmit compliant invoices promptly.
• Review and interpret client Outside Counsel Guidelines (OCGs) to ensure invoice formatting, task codes, and disbursement charges comply with client restrictions prior to submission.
• Maintain up-to-date documentation on portal specifications, guidelines, contacts, and submission workflows across client vendor platforms.

Qualifications & Requirements

• High School Diploma or equivalent required; Associate or Bachelor’s degree in Accounting, Finance, or Business Administration preferred.
• Minimum of 2–4 years of law firm billing/e-billing experience.
• Hands-on operational experience with Aderant Expert or Elite 3E enterprise legal management software.
• Deep proficiency with major corporate e-billing portals (TyMetrix, Legal Tracker, CounselLink, Brightflag, etc.).
• Working knowledge of LEDES file formats and UTBMS coding standards.
• Advanced proficiency in MS Excel (vlookups, pivot tables, data formatting).