Billing Coordinator

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to providing quality legal and client services, fostering diversity, and cultivating an environment that promotes collaboration and collegiality.

About the Role

Assist with maintaining integrity of client and matter financial data. Maintain timekeeper information and provide departmental administrative support.

Responsibilities

• Maintain Elite 3E Client and Matter Maintenance Records, including but not limited to: coding; address changes; currency changes; and close/reopen matters upon request.
• Review Outside Counsel Guidelines Finance Summary and make required edits to client and matter maintenance records in Elite 3E to ensure adherence to Outside Counsel Guidelines (OCGs) and any negotiated rate agreements.
• Submit timekeepers for approval in client e-billing systems both as part of the Annual Rate Process as well as on an ad hoc basis.
• Monitor Client-Matter Setups mailbox and departmental hotline to ensure requests are handled on a timely basis.
• Assist the Client Account Specialists with Accounts Receivable write-offs.
• Pull cost receipts for clients that require the cost backup to accompany the invoice.
• Respond to inquiries from firm management, partners, and staff regarding all aspects of the cash applications function.
• Ensure accurate processing of payments and the data entry that accompanies posting payments; implement processes/audits to minimize errors.
• Manage service to billing partners and their secretaries.
• Coordinate and implement electronic cash receipts files from lockbox; stay current on latest methods for more efficiently processing payments from lockbox vendors.
• Post cash receipts accurately and timely to appropriate client and ledger accounts.
• Assist collection staff to determine proper allocation of all unallocated payments; establish regular review of unallocated payments.
• Monitor personal account deductions data entry into 3E.
• Assist G/L group monthly to reconcile firm bank accounts.
• Back up Cash Management staff in GL group in the set-up, approval, sending, and recording of wire transfers.
• Work with clients and attorneys on a daily basis responding to inquiries about payments and applications.
• Demonstrate a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented approach.
• Effectively support internal departments.
• Remain open to technological change as generative AI becomes more integrated into the firm's practice, actively develop comfort with new tools, and adapt how work is performed.

Requirements

• Minimum two years’ office experience required; professional services or legal industry preferred. Relevant education may be considered in lieu of experience.
• High school diploma required. BA/BS preferred.

Skills

• Strong organizational skills and ability to multitask.
• Strong communication skills – oral and written.
• Demonstrated ability to effectively use PC-based and online technology, spreadsheet, database, and presentation software.
• Excellent interpersonal skills, as necessary to work effectively with people at all levels both internally and externally.

Benefits

• Hybrid schedule
• Medical, dental, and vision insurance
• 401(k) with company match and profit-sharing options
• Paid time off and holidays

Additional information about our benefits