Billing Coordinator

Essential Duties And Responsibilities

• Utilizes BillBlast software to enter and monitor client billing
• Closes files in the business system, when requested, by the secretary or attorney
• Utilizes computerized accounting, billing and payables software programs
• Generates statements and reports using word processing and accounting software
• Maintains telephone and personal contact with clients, attorneys and staff on billing matters
• Origins computerized drafts/pre-bills on monthly basis for review by the appropriate timekeeper in the firm
• Makes necessary corrections on WIPs/Drafts, generates client invoices and submits to client; whether by mail, email or e-billing system as designated by client guidelines
• Generates monthly client reminder statements on a monthly basis or as designated by the appropriate timekeeper
• Responsible for maintaining and updating client matter information into third party electronic billing software systems for our clients who use electronic billing systems
• Generates invoices and uploads invoices into third party software systems for payment processing
• Ensures all required expense documentation is submitted as required by client guidelines
• Processes appeals in a promptly manner as required by client guidelines
• Processes daily mail, client checks and posts client payments as back-up for the bookkeeper, when required
• Aids Office Administrator in various time and billing projects as needed
• Aids Office Administrator in collections efforts as requested
• Contacts new clients when invoices are 45 days old
• Maintains accurate audit trails for any and all adjustments to invoices, A/R, WIP and Write-offs as outlined by firm administration
• Reads, uses and is familiar with all computer systems instruction manuals and firm procedures
• Maintains and updates instruction/procedural manuals as needed
• Organizes and maintains retention files for required period of time
• Aids in producing data or reports for financial management and analysis as requested
• Aids with or trains new hires on time and billing aspects of the business system

Requirements

• Ability to organize and prioritize numerous tasks and complete them under time constraints
• E-billing experience preferred, Aderant and BillBlast experience a plus
• Ability to read and write at a level normally acquired through completion of high school or equivalent in order to maintain records and filing systems
• Ability to operate office equipment including personal computer, calculator, photocopier, printer and telephone
• Analytical skills necessary in order to conduct complex and detailed instructions regarding generating invoices, A/R issues, collection issues or decision making on various accounting problems
• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone, and follow instructions effectively from a diverse group of attorneys and staff and provide information with professional courtesy and tact