Senior Billing Coordinator

Ropes & Gray is a preeminent global law firm ranked in the top three on The American Lawyer's A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years. The firm has approximately 2,500 lawyers and professionals across major centers of business, finance, technology, and government worldwide, with leading practices in asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

About the role

The Senior Billing Coordinator (SBC) manages the unbilled and billed inventory for a portfolio of top revenue-producing clients and lawyers. This role involves producing invoices for clients with complex billing arrangements, complying with collection policies, and adhering to outside counsel guidelines. The SBC collaborates closely with partners, lawyers, client contacts, and Finance staff to ensure timely and accurate billing and prompt payment of client balances.

Responsibilities

• Manage the billing process for a select portfolio of high-profile lawyers/clients, including detailed knowledge of client terms, discount arrangements, and lawyer/client preferences.
• Ensure the billing process—from proformas to final billing—is accurate, timely, and compliant with firm standards and client guidelines.
• Document, update, and comply with client guidelines.
• Identify and resolve e-billing issues, including addressing rejected invoices and obtaining LEDES IDs with attorneys and their secretaries.
• Manage unbilled inventory and billed invoices requiring revision for assigned lawyers/clients.
• Maintain consistent communication with Billing Responsible Lawyers (BRLs) regarding aged billed balances.
• Escalate problem accounts by leveraging secretaries and Finance management.
• Recommend write-offs of aged balances where appropriate.
• Ensure partners achieve billing incentives and firm billing targets.
• Keep matter arrangement coding current, including transactional codes and estimated bill dates.
• Clear temporary matters and submit write-offs over $10K for approval.
• Update proforma statuses and finalize invoices in accordance with firm processes.
• Clear Bill on Account (BOA) and notify the Pricing team of newly discovered alternative fee arrangements for review.
• Assist with the application of unidentified cash receipts.
• Create and maintain documentation of procedures, deadlines, and client/lawyer billing preferences.
• Review new matter notification emails and update matters in 3E accordingly.
• Respond to information requests from lawyers, clients, and administrative staff regarding inventory levels, time/cost entries, billing reconciliations, outstanding receivables, and cash receipts.
• Support client and partner requests for timely and accurate accrual information.
• Perform other related duties as assigned.

Requirements

• Bachelor’s degree preferred.
• Minimum of five years’ experience in a professional services environment using time and billing software such as Elite or Aderant.
• Strong analytical, critical thinking, and effective communication skills.
• Demonstrated proficiency with MS Excel, including advanced features such as vlookup, pivot tables, and filters.
• Self-directed with a strong work ethic; capable of working independently with limited supervision.
• Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines.

Benefits

Ropes & Gray offers a comprehensive Total Rewards package, including:

• Health and well-being benefits.
• Personal and professional development opportunities.
• Career growth opportunities.
• A collegial and supportive culture.

Pay

The anticipated pay range for this role is listed below and represents the firm’s good-faith estimate of the starting salary range at the time of posting. This role is also eligible for a discretionary bonus based on performance. The actual offered rate will be determined based on job-related, non-discriminatory factors, including qualifications, experience, geographic location, education, external market data, and internal equity.

• Boston, Chicago, Washington, D.C., Los Angeles: $77,000 - $117,450
• New York: $84,000 - $128,100
• San Francisco: $87,400 - $133,450

Schedule

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development, and effective collaboration with colleagues and management.