Client Account Services Administrator

About the role

This role helps maintain accurate account documentation, prepares client communications and reports, supports firm collection campaigns, and collaborates with legal and administrative teams to ensure timely, professional follow-up on aged receivables.

Responsibilities

• Maintain accurate and comprehensive records within the collections database, documenting accounts receivable delinquencies, collection activities, and the status of follow-up efforts.
• Prepare and distribute aging reports, account statements, and collection correspondence for clients with outstanding balances, in accordance with direction from billing attorneys and the Collections Team.
• Monitor and assist with the management of Accounting ServiceNow tickets, ensuring timely follow-up, issue resolution, and effective communication with stakeholders.
• Support the planning, coordination, and execution of firmwide collection campaigns, including report preparation, scheduling, and responding to related inquiries.
• Maintain the Client Account Statement Database and ensure the accuracy of client information by researching and processing address updates within the 3E system.
• Cook up and distribute communications, reports, and collection-related materials to Department Chairs, Office Managing Partners, Division Practice Managers (DPMs), Group Heads, and clients.
• Maintain organized files, records, and supporting documentation in accordance with established departmental and firm policies and procedures.
• Handle sensitive client and firm information with the highest level of confidentiality, professionalism, and discretion.
• Collaborate effectively with attorneys, legal assistants, accounting personnel, and administrative staff across multiple departments and office locations to support firm collection initiatives and promote a positive working environment.
• Provide administrative and operational support to the Collections Team, assisting with special projects and other related responsibilities as assigned.
• Demonstrate strong organizational skills and attention to detail while managing multiple priorities and meeting established deadlines.
• Participate in required firm training and professional development programs, including inclusion initiatives, anti-harassment training, and information security awareness programs.

Requirements

• Previous experience in accounts receivable, billing, collections, or client accounting support required; experience within a law firm or professional services environment is highly preferred.
• Exceptional attention to detail with the ability to maintain accurate records, analyze information, and document activities thoroughly and consistently.
• Strong written and verbal communication skills, with the ability to draft professional client correspondence and prepare clear, concise internal reports.
• Prioritize multiple priorities, meet deadlines, and follow through on outstanding items in a fast-paced, high-volume environment.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word; experience with Elite 3E, ServiceNow, or similar financial and ticketing systems is preferred.
• Demonstrated ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment.
• Strong organizational and problem-solving skills, with the ability to identify issues, research solutions, and escalate matters as appropriate.
• Collaborative and client-service-oriented team player with the ability to build effective working relationships across departments, offices, and levels of the organization.
• Ability to work independently while contributing to team objectives and supporting broader collections and accounts receivable initiatives.

Qualifications

• Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.
• Communication: Strong verbal and written communication abilities.
• Attention to Detail: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.

Skills

• Microsoft Office Suite proficiency, particularly Excel, Outlook, and Word.
• Experience with Elite 3E, ServiceNow, or similar financial and ticketing systems.
• Confidentiality and discretion handling sensitive information.
• Organizational and problem-solving skills.
• Collaboration and client-service orientation.

Benefits

The targeted salary range for this position is from $62,000 - $65,000, which reflects the firm's good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors, such as the candidate's experience, qualifications, and location. Ballard Spahr offers an excellent benefits package. A summary of available benefits can be found here in the Careers section of the firm's website.