The Billing Specialist is responsible for supporting the Firm’s billing and collections operations by ensuring accurate timekeeping, timely invoice generation, payment processing, and management of accounts receivable. This role works closely with attorneys, staff, and clients to ensure billing records accurately reflect services performed, invoices are delivered on schedule, and payments are collected in accordance with Firm policies.

The Billing Specialist plays a key role in maintaining the Firm’s financial health by monitoring retainers, managing payment plans, and supporting collections efforts while maintaining a high level of professionalism and client service.

Responsibilities

1. Billing & Timekeeping

• Review and monitor attorney and staff time entries for accuracy, completeness, and timeliness.
• Coordinate with attorneys and staff to correct or clarify time entries when needed.
• Edit billing narratives for clarity, grammar, and consistency with Firm standards.
• Identify potential billing discrepancies such as duplicate entries or incorrect matter assignments.

2. Invoice Preparation

• Generate and review client invoices in accordance with Firm billing policies and schedules.
• Ensure invoices are accurate, properly formatted, and delivered to clients in a timely manner.
• Maintain accurate billing records within the Firm’s billing and case management systems.

3. Payment Processing

• Process client payments and record transactions accurately in the Firm’s billing system.
• Monitor retainer balances and ensure timely replenishment in accordance with engagement agreements.
• Manage installment payments and automatic payment arrangements.

4. Accounts Receivable & Collections

• Monitor accounts receivable and ageing reports.
• Contact clients regarding outstanding balances and follow up on overdue invoices.
• Coordinate payment plans in accordance with Firm policies.
• Escalate delinquent accounts to management when necessary and assist with collections procedures.

5. Client Billing Support

· Respond to client inquiries related to billing statements, payments, or account balances.

• Work with clients and payment providers to resolve billing disputes, chargebacks, or payment issues.
• Maintain professional and service-oriented client communications.

Compliance

The Billing Specialist must perform all duties in compliance with the Firm’s policies and procedures as well as applicable professional conduct rules. Non-attorney staff may not provide legal advice or engage in the unauthorized practice of law. All work must be performed in support of and under the supervision of an attorney.

Qualifications

Education & Experience

• Minimum of 2 years of billing, accounting, or administrative experience, preferably in a law firm or professional services environment.
• Experience with legal billing or case management software (e.g., Clio) preferred.
• English proficiency required

Skills

• Strong attention to detail and organizational skills
• Excellent written communication and proofreading ability
• Ability to manage multiple deadlines and follow up on outstanding matters
• Proficiency in Microsoft Office and billing or accounting software

Job Type: Full-time

Work Location: Remote