Billing Coordinator

West New York, NJ | Full-Time | In-Person

About Dum Law Group

Dum Law Group is a growing immigration law firm in West New York, New Jersey, representing individuals and families in complex immigration matters. We are committed to strong legal work, client advocacy, professionalism, and providing an excellent client experience.

The Opportunity

Dum Law Group is seeking a Billing Coordinator to oversee and maintain the firm's billing operations, accounts receivable, payment tracking, financial records, and client account information.

The ideal candidate is highly organized, detail-oriented, and comfortable working extensively with financial data and records. This position requires strong proficiency in Microsoft Excel, including formulas and functions , as well as the ability to accurately track, reconcile, and analyze billing and payment information.

The Billing Coordinator will be responsible for maintaining accurate client account records, monitoring outstanding balances, processing and recording payments, preparing invoices and billing reports, and following up on outstanding accounts. The successful candidate should have strong numerical and analytical skills and be comfortable identifying and resolving discrepancies in financial records.

Key Responsibilities

Billing & Accounts Receivable

• Develop, maintain, and update client billing accounts, contracts, and retainers.
• Prepare, review, and manage client invoices and billing reports.
• Maintain accurate records of client balances, payments, invoices, credits, refunds, and adjustments.
• Monitor accounts receivable and track outstanding, past-due, and unbilled amounts.
• Follow up with clients regarding outstanding balances, missed payments, and payment arrangements.
• Communicate professionally with clients regarding invoices, account balances, payment status, and billing questions.
• Process and accurately record payments, refunds, credits, and billing adjustments through Lawmatics, LawPay, and cash.
• Identify and resolve billing discrepancies, payment issues, and inconsistencies in client accounts.
• Reconcile payment records, invoices, and client account balances.
• Maintain complete and accurate documentation for all billing and payment activity.
• Assist with month-end and other periodic billing and accounts receivable processes.
• Prepare billing and accounts receivable reports for management review.

Microsoft Excel & Financial Data

• Create, maintain, and update detailed Excel spreadsheets for billing, accounts receivable, payment tracking, and financial reporting.
• Use Microsoft Excel formulas and functions to calculate balances, payments, outstanding amounts, and other financial information.
• Organize, sort, filter, and analyze financial and client account data.
• Use Excel to identify discrepancies, missing information, duplicate entries, and other errors.
• Maintain financial tracking spreadsheets with a high degree of accuracy.
• Prepare financial summaries, billing reports, and other Excel-based reports.
• Develop and maintain formulas and spreadsheet systems used to monitor client accounts and billing activity.
• Review financial data for accuracy and completeness before reports or invoices are finalized.

Financial Record Keeping

• Maintain accurate and organized records of invoices, payments, balances, refunds, credits, and account adjustments.
• Ensure client financial records are consistently updated and reconciled.
• Track payment histories and maintain supporting documentation.
• Maintain confidentiality and security when handling sensitive financial and client information.
• Ensure billing records accurately reflect current client account activity.
• Assist with reviewing financial records to identify outstanding balances, discrepancies, and items requiring follow-up.

Required Qualifications

• Fluency in English and Spanish .
• Strong proficiency in Microsoft Excel , including formulas, functions, sorting, filtering, and spreadsheet organization.
• Experience with billing, accounts receivable, bookkeeping, payment processing, or financial recordkeeping.
• Exceptional attention to detail and accuracy when working with financial information.
• Ability to reconcile records and identify discrepancies or inconsistencies.
• Strong organizational skills and ability to manage detailed financial records.
• Comfortable working with confidential financial and client information.
• Strong computer skills and ability to learn and use financial and billing software.
• Ability to manage multiple billing accounts and meet deadlines.
• Professional, reliable, and detail-oriented.
• Ability to work full-time and in person in West New York, NJ.

Preferred Qualifications

• Experience with Lawmatics, LawPay , or similar billing and payment platforms.
• Experience in accounts receivable or collections.
• Experience preparing financial reports and account reconciliations.
• Advanced or intermediate Excel experience, including formulas, functions, and financial spreadsheets.
• Experience tracking payments and outstanding balances for multiple client accounts.
• Experience processing refunds, credits, payment adjustments, and account reconciliations.
• Experience working in a law firm, professional services organization, or other environment involving client billing and account management.

Compensation & Benefits

• Health insurance
• 401(k)
• Paid time off

Equal Opportunity Employer

At Dum Law Group, we value qualified individuals and are committed to hiring and developing talent based on their skills, experience, and qualifications, regardless of gender, race, religion, national origin, age, disability, or other legally protected characteristics.

We are committed to creating a workplace where every employee feels respected, supported, and valued, with the opportunity and resources to succeed. We believe that fostering this environment allows our team to do their best work and, in turn, enables us to provide the strongest possible service to our clients.