Sr. Client Billing Specialist

The global law firm of K&L Gates LLP is seeking a Senior Client Billing Specialist in our Charlotte office. The Senior Client Billing Specialist is responsible for the more complex billing process including, but not limited to audit, review, edit, prepare and submission of complex invoices electronically accurately and timely in accordance with the firm and client guidelines for each assigned office.

KEY RELATIONSHIPS

Internally, responsible for communicating with timekeepers, other local billing groups, Firmwide Accounting/Finance, Directors of Administration, practice assistants, and administrative support staff. Externally, responsible for working with e-billing vendors, AP vendors and responding to client driven inquiries.

ESSENTIAL DUTIES

• Performs daily billing activities to support attorneys, practice assistant, and client

• Manage complex billing processes that require additional research and revisions

• Edit attorneys monthly proformas (pre-bills)

• Generate monthly invoices

• Ensure matters are set up correctly in the Accounting system by verifying rates, AFAs, billing notes and instructions

• Detailed review and audit unbilled time and costs, update with significant revisions, proofread, update spreadsheets, reconcile invoices, search and replace key words, spellcheck, review and approve expense reports, audit vendor and client invoices and enter vendor invoices for complex matters per client guidelines and internal protocols

• Update and proofread time and disbursements with revisions, spelling check, global changes

• Maintain detailed charts on invoices, rates, holdbacks, budgets

• Coordinate with other billing departments on joint billings

• Reconcile final invoice to accounting system and verify supporting documents before submitting to client

• Ensure all timekeepers and rates are up-to-date on e-billing sites; submit timekeepers and rates for approval as needed

• Submit electronic invoices to clients via their designated electronic billing system; manage e-billing rejections, short pays, errors – research and promptly resolve, including working with the lawyer, practice assistant and clients to resolve

• Submit non e-billed invoices to practice assistant/lawyer for mailing/emailing to the client and follow up to ensure invoices were sent out

• Oversee timekeeper approval process including matter access for time entry

• Review, Audit and Enter vendor invoices

• Follow write off approval protocol, monthly internal audits of write offs and pull invoices and approvals during internal and external audit

• Monitor e-billed invoice status, follow-up on rejected and short-paid invoices

• Research, respond and/or recommend corrections to information requests related to any billing issues

• Assist the AR department in reviewing the status of unpaid electronic invoices to aid collection efforts.

• Create, edit, streamline, summarize and present complex data in legible formats for attorneys, clients or other administrative staff

• Assist Billing Manager or Manager of Accounting with training, guiding and quality control for Client Billing Specialists in all aspects of the billing and e-billing process

• Continually evaluate opportunities to improve efficiency and effectiveness when resolving issues

• Serve as primary escalation point to internal Billing team for complicated billing issues regarding support to all internal clients

• Prepare ad-hoc reports for internal and external clients, allocating invoices per each client’s specific requirements

• Maintain client reports and databases based on each client’s specific requirements

• Perform other duties, responsibilities or special projects as directed by Billing Manager, Manager of Accounting, and/or lawyers.

EXPERIENCE & SKILLS REQUIRED

• Bachelor’s degree, accounting or finance strongly preferred, or equivalent legal /e billing experience preferred

• 3 - 5 years legal billing experience and e-billing experience required

• Experience working with e-billing using 3rd party vendors

• Proficiency in MS Outlook, Word

• Advanced proficiency in Excel required

• Proficient on 3E

• Knowledge of the HUB e-billing software

• Knowledge of paperless proforma

• Advanced proficiency with Elite as well as various e-billing sites

• Must be committed to providing superior customer service to clients and attorneys while producing a high quality work product.

• Ability to handle a large volume of work while ensuring a high level of accuracy.

• Must have patience to work with invoices which may be revised or rejected repeatedly

• Must have effective communication skills, both written and verbal

• Ability to interact with diverse personalities while maintaining a professional attitude

• Ability to maintain confidentiality of all firm and client related information

• Must be self-directed with a strong work ethic, capable of working independently as well as working effectively in a team environment

• Must be motivated, organized, detail-oriented with strong analytical, time management and problem-solving skills and able to manage multiple priorities simultaneously and prioritize workload while working under pressure to meet deadlines.

• Ability to adapt to new assignments and deadlines in a fast-paced, highly demanding, deadline driven environment while utilizing excellent judgment and decision making skills is required.

ADDITIONAL ABILITIES REQUIRED

• This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment.

• The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.

• May require ability to work adjusted work schedule, overtime and evenings/weekends/holidays in order to meet firm deadlines.

Compensation: $59,000 - $89,000

The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.