Senior Billing & Collections Specialist

Senior Billing & Collections Specialist

Coordinates WIP Management, Billing & Collections for a group of Partners and serves as a subject matter expert in additional billing areas such as eBilling set‑up & administration, special billing arrangements, and client billing compliance.

Invoice Preparation

• Order, prepare, and distribute prebills
• Hold monthly meetings to review needed prebill edits with the partner directly
• Prepare accurate and timely accounts receivable client charts
• Prepare, produce, and finalize invoices
• Direct contact with billing partner and finance management to resolve all billing and collections related issues
• Reprint posted invoices and provide copies as necessary
• Produce ad hoc reports as requested

Client/Attorney Requirements

• Attend regular meetings with the partner to discuss billing requirements, WIP, and AR
• Provide the partner with regular billing and collections status reports
• Liaise with partner and clients on the collection of unpaid fees
• Maintain the current “deal” forecast, updating regularly with estimated deal closings dates and fee estimates
• Monitor and manage partner trust balances
• Assist with preparing client and/or attorney analyses as needed
• Prepare client audit reports
• Maintain client and matter maintenance information
• Assist with related file closing and write‑offs

Collections

• Send regular AR updates to Partner and collaborate to enable collection on past‑due receivables
• Highlight problem debts or slow‑paying clients and escalate as appropriate
• Develop alternative solutions and meet deadlines in a real‑time, fast‑paced environment
• Contact clients regarding past‑due accounts and invoices as requested by the billing attorney
• Monitor payment arrangements to ensure compliance with payment terms
• Generate and distribute monthly client reminder statements to ensure timely delivery to clients
• Research and monitor unapplied payments; support client refund processes when applicable
• Provide backup for client audit letter responses as necessary

eBilling Set‑up & Administration

• Assign bill groups to new matters
• Create bill groups for new clients and matters
• Governance and compliance checks (MBA, Contacts, Addresses)
• Create bill groups to separate matters per client instructions (generally patent matters)

Special Billing Arrangement/Rate Set‑up & Management

• Assign bill groups to new matters
• Create bill groups for new clients and matters
• Governance and compliance checks (MBA, Contacts, Addresses)
• Create bill groups to separate matters per client instructions (generally patent matters)

Matter/Client Billing Set‑up/Compliance

• Reopen client and matter numbers
• Change designations (CRA, MRA, MBA, RES)
• Change legal service and industry codes
• Change contact names and addresses (update any outstanding prebills)
• Create bill group consolidations and matter consolidations
• Create split payor invoices, including setting up payors that are not clients and creating the bill groups

New Business Intake Compliance

• Assign bill groups to new matters
• Create bill groups for new clients and matters
• Governance and compliance checks (MBA, Contacts, Addresses)
• Create bill groups to separate matters per client instructions (generally patent matters)

Qualifications

• 5+ years of experience working in professional services and a billing environment, law firm billing experience preferred
• Experience with financial/billing software, ‘Aderant Expert’ preferred
• Knowledge of ‘Chrome River’ expense and accounts payable software preferred but not essential
• Ability to adhere to and apply billing & collection department policies and procedures
• Ability to communicate with all levels of the firm professionally and tactfully
• Ability to provide a high level of customer service in a fast‑paced environment
• Ability to handle a high volume of tasks while maintaining attention to detail and prioritizing as necessary
• Proficiency in MS Office; strong knowledge of Excel preferred

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