Billing Coordinator

The Billing Coordinator manages the full client billing and accounts receivable lifecycle for multiple Federate client firms, ensuring accurate billing, timely collections, compliance with client requirements, and exceptional service to attorneys, firm administrators, and clients.

 New Business Intake

• Coordinate the setup of new clients and matters for assigned attorneys and client firms.
• Establish and maintain accurate billing arrangements, rates, fee structures, task codes, budgets, tax information, engagement details, and client accounting records.
• Verify that all required engagement documentation, billing instructions, and client-specific requirements are complete before billing begins.
• Maintain accurate client and matter records and update billing information as engagement terms or client requirements change.
• Review outside counsel guidelines and ensure billing arrangements comply with firm policies and client requirements.

Billing & E-Billing

• Prepare, review, and generate accurate client invoices in accordance with billing schedules, engagement terms, and client-specific requirements.
• Review attorney time, expenses, matter coding, and prebills to ensure billing accuracy and completeness.
• Manage the full billing process, including edits, transfers, write-ups, write-downs, write-offs, credits, corrections, and bill finalization.
• Coordinate invoice review and approval with attorneys and designated firm personnel.
• Submit invoices through electronic billing platforms, monitor invoice status, and resolve rejections, appeals, and billing exceptions.
• Maintain approved billing rates, fee arrangements, cost exceptions, task codes, budgets, and timekeeper approvals across client billing systems.
• Ensure billing adjustments and write-offs receive appropriate approvals and are processed accurately and timely.
• Verify compliance with outside counsel guidelines, client billing requirements, and firm billing policies before invoice submission.
• Maintain complete and accurate billing documentation supporting all invoices and billing adjustments.

Accounts Receivable & Financial Reporting

• Monitor accounts receivable for assigned client firms and proactively manage collections to promote timely payment.
• Communicate professionally with clients, attorneys, and firm administrators to resolve billing inquiries, payment discrepancies, disputed invoices, unapplied cash, short payments, and collection issues.
• Process client payments, cash applications, refunds, credits, and authorized account adjustments accurately and timely.
• Reconcile customer accounts, accounts receivable subledgers, and related accounting records while investigating and resolving discrepancies.
• Maintain accurate accounts receivable aging and prepare collection, aging, billing, and financial activity reports for attorneys, firm leadership, and the Finance Department.
• Support month-end billing and accounts receivable close activities by preparing reconciliations, journal entries, billing adjustments, and supporting documentation.
• Assist with audit requests and financial reporting by maintaining complete and accurate billing records.
• Identify billing trends, collection issues, and opportunities to improve billing accuracy, collections, and financial processes.
• Escalate delinquent accounts or complex billing issues requiring attorney or management involvement.

Administrative Support & Collaboration

• Maintain organized electronic billing files, client records, payment histories, and supporting documentation in accordance with firm retention requirements.
• Accurately enter and maintain billing, payment, adjustment, and client accounting information within billing and accounting systems.
• Prepare routine billing correspondence, reports, statements, and other communications for attorneys, clients, firm administrators, and management.
• Respond promptly to billing-related inquiries while providing exceptional customer service to internal and external stakeholders.
• Coordinate billing calendars, invoice deadlines, approvals, and recurring billing schedules to ensure timely billing cycles.
• Partner with attorneys, legal assistants, firm administrators, Finance, Human Resources, Operations, IT, and other Federate departments to resolve billing issues and support client service.
• Serve as a knowledgeable resource on billing procedures, e-billing platforms, client requirements, and accounts receivable processes.
• Recommend and support process improvements, software implementations, and special projects that enhance efficiency, accuracy, and the client experience across Federate’s shared services platform.
• Perform other related duties and administrative responsibilities as assigned.

Responsibilities may be added, modified, or changed at management discretion.