Billing & Collections Specialist

Billing & Collections Specialist

Gallagher LLP is seeking an experienced Billing & Collections Specialist with a strong background in legal billing and accounts receivable. This role is responsible for the full billing lifecycle, including prebill preparation, invoice processing, electronic billing, and management of client accounts receivable.

The ideal candidate will have experience in a midsized to large law firm environment and will work closely with attorneys and the firm's administrative team to ensure timely billing, accurate invoicing, and proactive collections efforts. This position requires strong attention to detail, organization, and the ability to manage multiple priorities in a deadline-driven environment. This position reports to the Director of Finance.

Key Responsibilities

• Generate and process bills using the billing system, ensuring accuracy and completeness of all billing information.
• Work closely with attorneys and paralegals to review, edit, and finalize bills in a timely manner.
• Generate and distribute invoices, including transmittal letters and supporting documentation.
• Submit invoices through various channels, including email, electronic billing platforms (e.g., Legal Tracker, CounselLink, etc.) and paper.
• Submit, track, and resolve issues related to electronic billing, including rejected invoices and compliance with client requirements.
• Coordinate with clients and e-billing platforms to resolve rejected invoices or payment delays.
• Ensure adherence to client-specific billing requirements, including billing guidelines, formats, and deadlines.
• Monitor billing status and follow up to ensure timely completion of monthly billing cycles.
• Actively manage assigned accounts receivable, including monitoring aging and identifying past-due balances.
• Conduct follow-up with clients regarding outstanding invoices via email and phone in a professional and timely manner.
• Maintain accurate records of collection efforts and client communications.
• Assist in preparing AR reports, aging summaries, and collection status updates for management and attorneys.
• Provide regular AR and billing status updates to attorneys and management.
• Support monthly, quarterly, and year-end close processes related to billing and collections.

Qualifications

• High school diploma or GED required; associate's or bachelor's degree preferred.
• Minimum of 35 years of legal billing and/or collections experience, preferably in a law firm environment.
• Experience with time and billing software preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to meet deadlines and work under pressure in a fast-paced environment.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.

Work hours are Monday to Friday, 8 a.m.5 p.m. (one-hour lunch) or 8:30 a.m.5 p.m. (one-half hour lunch). Overtime work may be required from time to time.