Sr. Client Billing Specialist - Hybrid

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas. We take pride in innovation, imagination, and an entrepreneurial spirit, guiding clients through complex issues across multiple regions and industry sectors.

About the role

The Senior Client Billing Specialist manages the end-to-end billing process, ensuring accuracy and adherence to client and firm guidelines. They handle the preparation and revision of proformas, invoice generation, and e-billing submissions, while verifying billing details, coordinating joint billings, and resolving billing issues. This role involves guiding junior team members, contributing to team productivity, and ensuring compliance with financial regulations.

Key internal relationships include timekeepers, local billing groups, Firmwide Accounting/Finance, Directors of Administration, practice assistants, and administrative support staff. Externally, the role involves working with e-billing vendors, AP vendors, and responding to client inquiries.

Responsibilities

• Perform daily billing activities, supporting attorneys, practice assistants, and clients while managing complex billing processes.
• Verify and set up matters in the accounting system, including rates, AFAs, billing notes, and instructions.
• Conduct detailed reviews and audits of unbilled time and costs, including proofreading, updating spreadsheets, and reconciling invoices.
• Maintain and update detailed charts on invoices, rates, holdbacks, and budgets.
• Manage e-billing submissions, updates, and rejections, ensuring timekeepers and rates are current and approved.
• Oversee the timekeeper approval process, including matter access for time entry, and enter vendor invoices as per guidelines.
• Follow write-off approval protocols and conduct monthly internal audits, including during internal and external audits.
• Monitor e-billed invoice status, address rejections and short-pays, and assist with collections efforts.
• Research and respond to billing-related information requests and recommend corrections as needed.
• Serve as the primary escalation point for billing issues, assist with training and quality control, prepare ad-hoc reports, and maintain client databases.

Requirements

• Bachelor’s degree in accounting or finance, or equivalent legal/e-billing experience.
• Understanding of financial regulations and compliance.
• Commitment to providing excellent customer service to clients and attorneys while producing a high-quality work product.
• Commitment to maintaining confidentiality of all firm and client-related information.
• Ability to guide less experienced team members according to processes and required outputs.
• Self-motivated with a dedicated work ethic, capable of working independently while contributing to the team's productivity.
• Proficiency in MS Outlook, Word, and advanced proficiency in Excel.
• Ability to handle a high volume of work with precision and patience for revisions and rejections.
• Effective communication skills and the ability to interact with diverse personalities while maintaining a professional attitude.
• Strong organization, time management, and problem-solving skills to prioritize workloads and meet deadlines under pressure.
• 3+ years of experience in legal billing and e-billing using third-party vendors.

Pay

Salary: $64,000 - $110,000 per year. Compensation will be determined during the interview process based on prior experience, relevant expertise, current business needs, and market factors.

Benefits

• Medical/Prescription Drug Coverage (including a Health Savings Account feature).
• Back-up Child/Elder Care and access to a caregiving concierge.
• Dental and Vision Insurance.
• Wellness Program.
• Pre-tax Commuting Benefits.
• 401(k) Retirement Plan and Profit Sharing.
• Business Travel Accident Insurance.
• Short- and Long-term Disability Protection.
• Pet Insurance.
• Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment).
• Health Advocacy Services.
• Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment).
• Identity Protection/Restoration and Fraud Insurance.
• Parental Leave (18 weeks, of which 6 are paid; short-term disability may provide additional paid time off).
• Student loan refinancing options and access to a student loan concierge service.
• Paid Holidays (12).
• Addiction Resources.
• Family Building Benefits.
• Breast Milk Delivery and Lactation Support Services.
• Flexible Spending Accounts.
• Employee Assistance Program.
• Professional Development and CLE Credit Opportunities.
• 529 Deductions.
• Relocation Accident Insurance.
• Employee Referral Program.
• Critical Illness Insurance.
• Hybrid/Remote Work Opportunities.
• Hospital Indemnity Insurance.
• Technology, Entertainment, and Travel Discount Programs.
• Bereavement Leave.
• All other benefits (such as leaves of absence) required by law.