Legal Billing & Accounting Coordinator

About the role

Join a collaborative intellectual property law firm where you will own the firm’s billing function, work directly with attorneys and clients, and have the opportunity to improve processes rather than simply maintaining them. Beyond managing core invoicing functions, you will serve as a key member of our accounting team, remaining ready to flex and help with various departmental functions wherever needed.

This position is open due to a long-tenured employee’s retirement, offering the opportunity to join a stable firm as a part of a collaborative three-person accounting team.

Responsibilities

• Maintain and optimize our billing and invoice process to ensure data accuracy, maximize efficiency, and streamline workflows.
• Generate, review, and audit ongoing Bill Review Reports to ensure accurate time entry, budget compliance and task completion.
• Apply necessary adjustments prior to Partner review, implement final revisions as directed.
• Create and submit client invoices, ensuring they meet client requirements based on customized Outside Counsel Guidelines, including fixed-fee arrangements, submission deadlines and proper billing formats.
• Update, onboard and maintain billing information within the firm billing system, including client fee schedules, employee billing rates and expense schedules.
• Establish working relationships with e-billing site vendors and client billing specialists.
• Proactively identify and implement automation or AI tools to optimize daily billing and accounting practices.
• Process and pay vendor invoices, onboard new vendors, and perform comprehensive monthly financial reconciliations.
• Assist with staff questions, review recorded bills, and step in to support team functions during high-volume periods.
• Maintain proactive, professional communication with clients and partners to streamline the payment process and cash flow.
• Monitor Work in Process, generate monthly AR reports, and proactively address invoice rejections or reductions to resolve discrepancies quickly.

Qualifications & Skills

• Education: Associate's or Bachelor's degree in Accounting, Finance, or Business Administration. Or equivalent combination of education and experience.
• Experience: 3+ years’ management of legal billing and accounts receivable (Law firm experience preferred).
• Skills: Proficiency with accounting systems (QuickBooks experience preferred), Experience with legal e-billing portals (e.g., Legal Tracker, Onit, Collaborati) and LEDES formatting preferred, Advanced Microsoft Office skills (specifically Excel and spreadsheet management).
• Core Competencies: Strong problem-solving skills and issue-resolution capabilities, High level of professional integrity and attention to detail, Excellent analytical, organizational, and collaboration skills, Self-driven with a proven ability to multi-task, prioritize a heavy workload and meet tight monthly deadlines, Strong written and verbal communication skills.

Pay

Shumaker & Sieffert offers a competitive salary and a comprehensive benefits package. The anticipated salary range for this position is $68,000 - $85,000 commensurate with experience.

Benefits

• 401(k) with employer contributions
• Health insurance + HSA with firm contribution
• Dental and vision coverage
• Paid parental leave
• Short-term and long-term disability
• Life and accidental death insurance
• Employee assistance program
• Paid time off