Billing Coordinator

Summary

Haynes and Boone, LLP provides legal services to clients across multiple practice areas and office locations. The Billing Coordinator manages attorney billing activities, including preparing proformas, issuing invoices, handling e-billing processes, resolving billing issues, and maintaining compliance with client and firm requirements.

Responsibilities

• Create, review, and edit proformas in response to attorney and secretary requests
• Execute complex bills in a timely manner (e.g., multiple discounts by matter, split‐party billing, preparation of electronic bills)
• Compile supporting back-up documentation as required
• Submit invoices by mail, email, and e-billing via eBillingHub and other e‐billing sites as required
• Configure and maintain information on e‐billing sites including setting up new clients, new matters, new timekeepers, and new rates, and communicate with clients in regard to setup efforts
• Address and resolve e-billing disputes, rejections, and short pays timely
• Ensure compliance with existing Firm billing policies and procedures, recommending changes when necessary
• Ensure compliance with meeting all client, firm, and attorney deadlines (e.g., accruals, budgets, invoicing, status reports)
• Review, assess and ensure compliance with Outside Counsel Policies and Procedures
• Review, assess and provide feedback, when requested, on the billing requirements within new client engagement letters
• Create and maintain desktop procedures including any attorney, client or matter special handling requirements
• Review and approve all new client and matter intake forms to ensure accurate setup in 3E including billing arrangements, rates, and discounts
• Assist with verifying any new application changes or enhancements
• Create and ensure compliance with any client-specific reporting requirements (e.g., accruals, budgets, timekeepers, rates)
• Communicate professionally and courteously with clients, attorneys, paralegals, and other staff
• Create billing schedules and various other billing analyses as needed
• Assist with special projects as needed
• Perform other related duties as assigned

Skills

• One to three years of relevant experience is required
• This individual must have proficient knowledge in accounting processes and Microsoft Office applications, primarily Excel, Word and Outlook
• A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is needed for this position
• The Billing Coordinator must have superior attention to detail, time management and organizational skills
• Additionally, the ideal candidate must possess strong analytical skills and be able to effectively multi-task and prioritize work to meet aggressive deadlines
• The individual must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team
• The ability to work with many different types of personalities at all levels of organization is a must
• An associate degree in accounting or related field is required
• Equivalent experience will be considered
• A solid understanding of the billing processes in the professional services industry (ideally within a law firm environment) is preferred
• A bachelor's degree is preferred

Qualifications

Must Haves

• One to three years of relevant experience is required
• This individual must have proficient knowledge in accounting processes and Microsoft Office applications, primarily Excel, Word and Outlook
• A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is needed for this position
• The Billing Coordinator must have superior attention to detail, time management and organizational skills
• Additionally, the ideal candidate must possess strong analytical skills and be able to effectively multi-task and prioritize work to meet aggressive deadlines
• The individual must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team
• The ability to work with many different types of personalities at all levels of organization is a must
• An associate degree in accounting or related field is required
• Equivalent experience will be considered

Nice to Haves

• A solid understanding of the billing processes in the professional services industry (ideally within a law firm environment) is preferred
• a bachelor's degree is preferred