Billing Coordinator

at Fox Rothschild LLP in Chicago, Illinois, United States

Job Description

Description

As a member of the Accounting Department, the Billing Coordinator supports the billing function for assigned practice area and/or office(s).

ESSENTIAL FUNCTIONS:

+ Assist with distribution of monthly Proformas; work closely with attorneys in the review and editing of Proformas (hard-copy and paperless), initiate transfers, write-down requests, and markups prior to submitting to assigned Billing Specialist.

+ Review finalized invoices to ensure accuracy before sending.

+ Prepare cover letters and/or other reports needed to accompany outgoing invoices.

+ Review and provide billing supporting documentation as required, including requested expense documentation.

+ Send all invoices to appropriate recipients along with any required reports or spreadsheets via email or mail.

+ Research and respond to internal and external billing inquiries in a timely manner.

+ Identify billing inaccuracies and work with appropriate personnel to resolve any issues.

+ Assist Collection team members, billing attorneys, and clients with resolution of unpaid invoices, including those with discrepancies.

+ Provide customer service as client/attorney liaison. Proactively work with all accounting teams to accomplish tasks as required.

+ Monitor work in process and follow up with attorneys, as necessary.

+ Review documents and records to compile information for compliance with client guidelines, fee arrangements per engagement letters or other agreement terms.

+ Assist with requesting refund checks to clients as needed.

+ Maintain and adhere to client and attorney billing notes in portal.

+ Review billing rates to ensure compliance with client agreements and annual rate increases.

+ Review aged/unbilled work in process and provide status updates to Billing Supervisor.

+ Review newly opened client matters for assigned billing attorneys with electronic billing to determine if access to the matters has been granted by the clients.

+ Verify accuracy of billing records, notices and statements for disbursement.

+ Ensure that all tasks are completed in accordance with Firm and client billing guidelines and policies.

+ Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.

Collaboration and Teamwork

+ Work proactively assisting the billing specialists and attorney teams to accomplish tasks.

+ Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.

ADDITIONAL FUNCTIONS:

+ Other related duties, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:

+ Associate’s Degree in accounting, finance, information technology or other qualitative field of study preferred; applicable work experience will be considered in lieu of a degree.

Experience:

+ Minimum of two years’ related experience at a law firm or legal department preferred;

Knowledge, Skills, & Abilities:

+ Ability to manage multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, and decision-making skills.

+ Technical skills including proficiency in Microsoft Office Suite, Adobe and time and billing software.

+ Ability to work in a fast-paced, high- pressure environment. Demonstrates initiative and ability to work independently.

+ Ability to streamline and summarize data, find solutions to various administrative problems and prioritize work.

+ Strong verbal and written communication skills. High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

+ Strong organizational skills to manage workload.

+ Ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment including, but not limited to computers, telephones, printers, and copiers.

PHYSICAL REQUIREMENTS

+ Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

VISUAL ACUITY

+ Worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

This job description is not an exhaustive list of all functions that the employee may be required to perform and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Equal Opportunity Employer – vets, disability

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or © consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35©