Senior Billing Coordinator

About the Firm

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 serving clients in major centers of business, finance, technology, and government worldwide. Ropes & Gray is recognized for 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 includes producing invoices for clients with complex billing arrangements, complying with collection policies, and adhering to outside counsel guidelines. The SBC collaborates 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 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 rejected invoices and obtaining LEDES IDs with attorneys and secretaries.
• Manage unbilled inventory and billed invoices requiring revision for assigned lawyers/clients.
• Maintain regular communication with Billing Responsible Lawyers (BRLs) regarding aged billed balances.
• Escalate problem accounts with secretaries and Finance management.
• Recommend write-offs for aged balances where appropriate.
• Ensure partners meet billing incentives and firm 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 per firm process.
• Clear Bill on Account (BOA) and notify the Pricing team of newly discovered alternative fee arrangements.
• Assist with the application of unidentified cash receipts.
• Create and maintain documentation of billing procedures, deadlines, and client/lawyer preferences.
• Review new matter notification emails and update matters in 3E accordingly.
• Respond to information requests about inventory levels, time/cost entries, billing reconciliations, receivables, and cash receipts.
• Support client and partner requests for timely and accurate accrual information.
• Perform other related duties as assigned.

Qualifications

• 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 communication skills.
• Demonstrated proficiency with MS Excel, including advanced features like vlookup, pivot tables, and filters.
• Self-directed with a strong work ethic; capable of working independently with limited supervision.
• Ability to occasionally work outside business hours and adjust schedules to meet deadlines.
• Commitment to providing superior customer service.

Pay

The anticipated pay range for this role is based on geographic location and represents a good faith estimate of the starting salary at the time of posting. The role is also eligible for a discretionary bonus based on performance. Actual compensation will be determined by job-related, non-discriminatory factors, including qualifications, experience, location, 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. Consistent and predictable on-site attendance is required for business continuity, professional development, and collaboration with colleagues and management.