Intellectual Property Billing Specialist

About The Opportunity

This is a hybrid position requiring four days per week in the office for the first six months, after which the schedule transitions to three days per week in the office.

Responsibilities

• Billing & E-Billing
• Prepare, review, edit, and process client invoices for IP matters.
• Convert invoices into LEDES format and submit through e-billing platforms, including Legal Tracker.
• Monitor invoice status, resolve billing issues, and promptly correct and resubmit rejected invoices.
• Ensure invoices comply with client billing guidelines and include all required supporting documentation.
• Collaborate with attorneys, paralegals, and administrative staff regarding billing inquiries and requests.
• Verify matter coding, billing thresholds, expense codes, and disbursement accuracy.
• Intellectual Property Billing
• Review and process U.S. and foreign IP matters.
• Audit foreign associate invoices for coding accuracy and proper matter assignment.
• Generate USPTO fee sheets and maintain milestone tracking reports.
• Compile work authorizations, fee sheets, invoices, and milestone documentation for clients and stakeholders.
• Ensure milestones and related billing activities are accurately reflected on invoices.
• Reporting & Financial Analysis
• Generate and distribute WIP Reports, Aged WIP Reports, Bills Rendered Reports, and related billing analytics.
• Maintain organized records and monthly reporting documentation.
• Assist with reconciliations, billing analysis, and reporting requests.
• Accruals & Matter Management
• Prepare and submit monthly client accruals by established deadlines.
• Run SQL reports and prepare accrual spreadsheets for upload into client billing systems.
• Link client matter information between Aderant and Legal Tracker.
• Maintain timekeeper approvals, rate schedules, and client-specific billing requirements.

Requirements

• High school diploma or GED required; additional college coursework preferred.
• 3–5 years of billing, accounting, or finance experience, preferably within a law firm or professional services environment.
• Legal billing experience required.
• Experience with e-billing platforms preferred.
• Knowledge of LEDES billing format and Legal Tracker strongly preferred.
• Experience with Aderant billing software highly preferred.
• Strong Microsoft Excel skills, including reporting and data analysis.
• Excellent attention to detail, organizational, and problem-solving skills.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and meet critical deadlines.
• Client-focused mindset with strong interpersonal skills.
• Ability to work overtime as needed.

Qualifications

• Intellectual Property billing experience.
• Law firm or legal industry experience.
• Experience managing foreign associate invoices and patent/trademark billing.
• Knowledge of client billing guidelines and compliance requirements.

Benefits

• Medical, Dental, and Vision Insurance.