Billing Coordinator

Salary: $60,000.00 Annually Position: Billing Coordinator Classification: Non-exempt Reports to: Controller Salary: $60,000 Location: Open to fully remote or hybrid work based out of our Philadelphia, New York City, or Washington, D.C. offices JOB DESCRIPTION Summary Compiles, manages, and processes client billing, including pre-bill review, electronic invoicing, and client-specific billing requirements. Performs other accounting and bookkeeping duties according to established policies and procedures. Maintains contact with attorneys, staff, vendors, and clients; safeguards the confidentiality of client and Firm matters; monitors invoice status; and helps ensure accurate and timely billing. Essential Functions To perform this job successfully, an individual must be able to perform each of the essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Prepare itemized statements Monitor WIP (work in progress) Enter New Matter Sheets in billing system Compile and process bills to clients every month. Review and edit pre-bills in response to attorney, paralegal, and staff requests; monitor approval queues; follow up on outstanding approvals; and resolve workflow issues that delay invoicing. Apply retainer funds as directed by attorney. Process write-offs following Firm policy. Review and verify accuracy of billing and supporting documentation as required. Research and respond to inquiries regarding billing issues and problems. Create new billing formats as needed. Create billing schedules and various other billing analyses as required. Creates and prints final client billing. Submit and monitor electronic invoices through client e-billing platforms; maintain client-specific billing codes, formats, attachments, and submission requirements. Research and resolve rejected invoices, billing compliance issues, and other submission errors. Create and distribute monthly and ad hoc billing reports, including analyses of WIP, invoice status, aged balances, and other billing metrics as requested. Follow up on outstanding invoices Is familiar with and applies Firm billing policies. Keep records of invoices and supported documents Collect all in-house consultations Process all credit card payments Utilize Centerbase, Microsoft Excel, Microsoft Word, and client e-billing platforms, including Legal Tracker and Collaborati, to perform billing duties and responsibilities. Use standard office technology and electronic document-management tools to complete work accurately and efficiently. Reads, uses and is familiar with computer systems manuals and procedures, maintains and updates procedural manuals as needed. Ensures strict confidentiality at all times. Assist with accounting operations and special projects as needed, including monitoring shared folders, new matter setup, data entry, and cross-training or backup support for other Accounting functions. Responsible for distributing transit checks Provide support to Senior Accountant Education, Experience and Skills: College level accounting classes or Accounting Degree Two or more years of hands-on legal billing experience in a law firm environment preferred Experience with legal billing software and client e-billing platforms Demonstrated proficiency with Microsoft Office, including Excel reporting, formulas, and PivotTables Ability to multi-task and prioritize Ability to organize work flow and use time efficiently Strong attention to detail Ability to perform at a high level in a fast-paced, changing work environment; adapt to shifting priorities; and assist across Accounting when business needs require flexibility beyond routine billing responsibilities Ability to anticipate work needs and follow through with minimum direction, follow up on own initiative Flexibility to adapt to all situations and work varied hours; possibly work weekends or evenings Ability to execute complex bills accurately and timely, including fixed-fee arrangements, matter-specific discounts, split-party billing, electronic billing, and other client-specific or alternative billing arrangements. Ability to handle a high volume of bills per month. Ability to effectively interact and communicate with attorneys, paralegals, secretaries, and clients. AAP/EEO Statement Klasko Immigration Law Partners, LLP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.