Legal Billing Coordinator

Legal Billing Coordinator

Overview of Position

A Legal Billing Coordinator is responsible for managing the entire billing cycle, from preparing and sending invoices to following up on payments and resolving discrepancies.  This includes compiling and editing attorney bills, applying retainer funds, handling complex billing requests, and communicating with attorneys, clients, and staff to ensure accurate and timely billing in compliance with firm policies.  This role requires strong attention to detail and a good understanding of law firm specific financial practices. 

Duties and responsibilities

• Client legal billing cycle - prepare and finalize client invoices, audit attorney time entries and expense reports, manage electronic billing resolving any discrepancies
• Entering financial activity in ProLaw – accounts receivable payments, retainers, consultation and additional payments, checks requested from finance ensuring sufficient funds and additional client payment requests as needed, credit card receipts and miscellaneous receipts
• Accounts receivable and collections - monitor outstanding invoices, coordinate collection efforts with attorneys and clients, process client payments including retainer funds
• Act as the primary point of contact for clients and internal staff - all billing inquiries, issues and disputes providing a timely and professional resolution
• Process write-offs and billing adjustments
• Identify opportunities to improve billing workflows and efficiency - assist in developing and implementing billing policies and procedures
• Various administrative tasks - prepare letters with retainers and follow-ups,
• Financial record keeping - record daily financial transactions, handle case receipts, process credit card transactions, and perform data entry.
• Handle escrow/real estate accounts - closings etc. as needed

maintain files, scanning, and closing files to prepare for storage or shredding

• Opening and reclosing matters - moving attorney emails into company’s case management system
• Document and report all actions taken to communicate with clients and updating client accounts
• Run reports and review with attorneys for accuracy and update as needed

Qualifications and Skills

• 4 years of experience in legal billing or similar role
• Strong organizational and communication skills, both written and verbal
• Proficiency with legal billing and accounting software, including electronic billing systems
• Ability to work accurately and efficiently in a fast-paced environment
• Strong problem-solving skills and a proactive approach
• Ability to maintain high levels of confidentiality
• Proficiency with Microsoft Excel and other office software
• Experience with ProLaw a plus