Billing Coordinator
Ropes & Gray - Boston, MA

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OVERVIEW:
The Billing Coordinator plays a critical role in the revenue cycle of the firm and is responsible for all aspects of billing: timely and efficient production of bills, adherence to billing policies and client requests, compliance with outside counsel guidelines and the management of client unbilled inventories for a portfolio of lawyers across multiple offices. This function also assists the Cash Application Supervisor in identifying client remittances.

ESSENTIAL FUNCTIONS:
1. Maintain a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while managing the complete billing process for a portfolio of lawyers / clients. Ensure that:
a. Bills are issued timely and accurately, inclusive of client terms and discounts
b. Best practices are used to create, present and distribute client bills
c. Client and lawyer preferences are appropriately considered
d. Compliance with firm guidelines is maintained
e. Bills are presented professionally and appropriately represent the Ropes & Gray image
f. E-billing invoices are transferred to the E-Billing Coordinator in a timely fashion

2. Manage the unbilled inventory for the assigned group of lawyers:
a. Ensure consistent and regular communication with lawyers around aged balances
b. Identify and elevate problem accounts to management and work with management to influence lawyer action
c. Make recommendations for write-offs of aged or disputed balances where appropriate

3. Respond to information requests from lawyers, clients and secretaries related to inventory levels, time and cost entries, billing reconciliations and cash receipts;
4. Communicate firm policies, preferences and guidelines to lawyers and clients as appropriate
5. Supports client and partner requests for accrual information that is timely and accurate;
6. Early in the billing cycle (beginning of the month) produces and distributes firm standard unbilled proformas which recap time and costs;
7. Distributes AR reports for assigned timekeepers; understand balances and escalates issues to the AR team as necessary;
8. Work with internal and external resources, as necessary, to ensure the successful execution of all billing functions for assigned lawyers;
9. Utilize firm standard reporting tools to respond to requests for information. Is fully functional in Excel, using it to present data to lawyers, clients and management;
10. Assist with the reconciliation and application of unidentified cash receipts from clients within portfolio, ensuring prompt resolution;
11. Assists timekeepers and secretaries with diary entry issues and transfers between matters. Identifies timekeepers with chronic time entry issues and takes necessary steps to provide instruction/correction to head off practices that will slow the billing process. Escalates ongoing issues with time entry practices to appropriate management levels;
12. Ensure that requests for special rates and alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition;
13. Maintain documentation of procedures, deadlines and other client and lawyer preferences related to billing and interacting with assigned lawyers/clients;
14. Provide audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances.

Requirements:
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
o Associates degree or higher in accounting, finance or business
o Strong analytical and critical thinking skills
o A minimum of two years experience in a professional services environment using time and billing software such as Elite or Aderant
o Must be a team player with strong interpersonal skills
o The Billing Coordinator must possess a high degree of confidence and professional maturity and demonstrate excellent oral and written communication skills
o Superior customer service and a demonstrated ability to work in challenging and dynamic environment
o Demonstrated proficiency with MS Excel, including advanced features such as pivot tables, filtering, graphs and formulas
o Proficiency with MS Word
o Self directed with a strong work ethic; capable of working independently with limited supervision
o Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines is required

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