Billing Specialist

The Billing Specialist is responsible for the accurate and timely preparation, processing, and management of invoices while ensuring compliance with internal policies and client billing requirements. This role works closely with legal professionals, finance teams, and clients to support billing operations, resolve billing issues, and contribute to efficient accounts receivable management.

Key Responsibilities

Billing Operations

• Prepare, review, and edit pre-bills for approval.
• Generate and process invoices for billable services and reimbursable expenses.
• Coordinate billing reviews and follow up on outstanding approvals.
• Submit invoices through electronic billing platforms and ensure successful transmission.
• Format invoices in accordance with client-specific billing requirements and industry standards.
• Ensure compliance with outside counsel guidelines (OCGs) and other client billing requirements.
• Process billing adjustments, write-offs, credit notes, and corrections as approved.
• Set up and maintain billing information for new matters and clients.
• Submit supporting documentation required for invoice processing, including budgets, rate approvals, expense documentation, and other client-required information.
• Investigate and resolve invoice rejections, billing discrepancies, and submission errors.
• Maintain accurate billing records and update matter notes within the firm's billing or practice management system.

Collections Support

• Monitor accounts receivable and review aging reports.
• Conduct professional follow-up on outstanding invoices through email and telephone.
• Escalate delinquent accounts in accordance with established procedures.
• Assist with payment posting and cash application activities.
• Collaborate with attorneys and internal stakeholders to resolve payment disputes and invoice appeals.
• Support initiatives aimed at reducing outstanding receivables and improving collection performance.

Reporting & Administration

• Prepare regular billing and accounts receivable reports.
• Maintain billing and collections dashboards and performance metrics.
• Assist with month-end billing activities and reconciliations.
• Produce ad hoc reports as requested by management.
• Identify opportunities to improve billing processes and operational efficiency.

Qualifications

• Diploma or Bachelor's degree in Accounting, Finance, Business Administration, or a related field is preferred.
• Previous experience in billing, accounts receivable, or legal billing.
• Experience working within a professional services or law firm environment is advantageous.
• Familiarity with electronic billing platforms and billing management systems.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

Skills & Competencies

• Strong numerical aptitude and analytical skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and meet deadlines.
• Effective written and verbal communication skills.
• Professional client service and relationship management skills.
• Ability to work independently while collaborating effectively within a team.
• Strong problem-solving and reconciliation abilities.
• High level of integrity and discretion when handling confidential information.

Preferred Experience

• Experience with legal billing processes and electronic billing platforms.
• Knowledge of client billing guidelines and invoice compliance requirements.
• Experience supporting billing, collections, and accounts receivable functions in a professional services environment.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of invoice processing.
• Billing error and rejection rates.
• Resolution time for billing queries and invoice rejections.
• Accounts receivable collection performance.
• Compliance with billing schedules and client requirements.
• Quality and accuracy of billing reports.