Billing Coordinator

Job Description

Responsible for bill preparation and management of inventory. Support and work closely with legal staff and Revenue Services & Financial Analysis Department by providing billing and accounts receivable information/documentation. Interface with non-legal staff, vendors, and clients. Report to Billing Manager.

Primary Responsibilities and/or Essential Functions

• Monitor inventory and ensure adherence to client discounts and guidelines by reviewing proformas and analyzing aged WIP prior to distribution to Billing partners; follow-up with Billing Partners regarding AWIP especially those over 30 days; keep Manager informed by regularly providing updates to billing status, and reasons for delayed billing.
• Monitor unallocated funds and expedite application of funds; advise Manager of any payment that remains unapplied for more than one week.
• Monitor On Account funds and follow up with partner to ensure timely application to WIP and AR; bring to Manager’s attention if unallocated for more than two months.
• Suggest ways to improve the billing process, productivity, and over-all functioning of the department.
• Provide monthly Billing Projections, Aged WIP Report, Hit List and Missed List by dates indicated on Billing Schedule, or as required by Manager.
• Assist Accounts Receivable department by actively monitoring receivables.
• Prepare, print and distribute proformas by no later than the 6th working day of each month.
• Draft bills and forward to partners by the 12-15th working day of each month; carefully observe and apply discounts ensuring adherence to client requirements; follow up with partner/reviewer to ensure timely review and transmittal to clients.
• Edit time records, maintaining and filing documentation for adjustments in a timely manner; develop awareness of repetitive adjustments; suggest ways to improve the time-keeping and adjustment process.
• Maintain a correspondence folder for each Billing Partner; promptly file miscellaneous correspondence, and time and disbursement adjustments; ensure that copies of all posted bills are filed and saved to the 3E Invoice module by the 4th working day of the month.
• Offer assistance with peer assignments.
• Any other responsibilities or special projects as required by partners, or as assigned by management.

Knowledge, Skills & Abilities

• Knowledge of Word and Excel.
• Ability to work with limited supervision and follow up on problem areas.
• Strong oral and written communication skills.
• Strong Math skills.
• Strong interpersonal and organizational skills a plus.
• Work well in a team environment. 

Education/Certifications

• High School Diploma/GED required.
• Two year degree would be a plus.