European Billing Coordinator

To provide support to designated partners, primarily focusing on the TCG team, assisting in client and matter opening Conflicts, Anti Money Laundering and managing inventory, including monitoring time records and liaising with partners and clients regarding billing and collections.

To build relationships with designated clients from inception through to completion in order to maximise revenues through timely resolution of queries and maximising billing and collections.

To report to the Finance Supervisor, working with the finance and management teams across the firm.

Responsibilities

• Preparing bills in accordance with the firm's billing policies and UK VAT legislation, ensuring the bills are posted to CMS, signed by the Partner (either electronically or in person), saved to management workspace and sent out to the clients each month.
• Regularly reviewing the Prebill Manager and processing any changes as required.
• Escalating complex items or issues to the Finance Supervisor where necessary.
• Uploading any e-bills into the appropriate e-billing website and liaising with the e-billing team as necessary.
• Arranging the matter openings for the Company Secretarial matters and assisting with Client and Matter Openings (as required) for other matters, including initiating conflicts searches and obtaining anti money laundering documentation as required.
• Ensuring engagement letters are sent to clients, fee alerts are set up at matter level and fee arrangements, including currency, are correctly documented within matter opening forms.
• Ongoing monitoring of all matters for designated partners to prompt billing and to ensure residual WIP is written off on completion of the matter as appropriate.
• Arranging monthly inventory review meetings with designated partners to discuss inventory and ensure all are aware of any fee alerts and billing arrangements on the matters. Summarising meeting in email to Partners/Finance Supervisor and updating expert collections.
• Processing time transfers at lawyer and secretary request and recording reasons for transfers.
• Conducting client reviews verifying client/matter arrangements.
• Creating and distributing weekly WIP updates to clients when requested.
• Liaising with clients regarding Accounts Receivables on a monthly basis to ensure invoices have been received and dealing with any issues promptly. Updating comments into the Expert Collections module and escalating any issues to the Finance Supervisor/Collections coordinator.
• Processing write-offs in accordance with the firm's policy and saving evidence in the firm management system.
• Client facing responsibility as and when required.
• Providing backup for other departments billing requirements where necessary.
• Providing AR and WIP updates in response to audit queries as requested.
• Undertaking any ad-hoc project work as required.

Qualifications

• Minimum of two years of billings and collections experience, preferably in a law firm or professional services environment.
• Proficiency in billing software (preferably Aderant) and Microsoft Office Suite, especially Excel.
• Excellent attention to detail and organisational skills.
• Proactive and solution oriented.
• Confident in dealing with clients and senior management.
• Ability to work independently and collaboratively in a team environment.
• Strong communication skills, both written and verbal.