NERA Executive Assistant/Billing Coordinator (NYC)

Company:

Description:

Since 1961, NERA (https://www.nera.com) has provided unparalleled guidance on the most important market, legal, and regulatory questions of the day. Our work has shaped industries and policy around the world. Our field-leading experts and deep experience allow us to provide rigorous analysis, reliable expert testimony, and data-powered policy recommendations for the world’s leading law firms and corporations as well as regulators and governments. Our experience, integrity, and economic ingenuity mean clients can depend on us in the face of their biggest economic and financial challenges.

We have an immediate opening in our New York City office for an Executive Assistant & Billing Coordinator to provide support in client invoicing and general project and administrative support to high-level directors and their teams. 

The Executive Assistant & Billing Coordinator will join a North American administrative team in supporting consultants across several practice areas. The right candidate will be expected to work both independently on invoicing tasks as well as cooperatively within the administrative team and contribute to our wider office and team model as we adopt a collaborative and collegial support approach.

Previous finance or accounting experience is highly desired to fulfil this role. Training for all in-house systems and processes will be provided.

The role involves various project management and complex tasks alongside the administrative team that are often highly confidential and time sensitive. You will be working with people across multiple offices, so strong communication skills are required.

Responsibilities include:

• Ensuring accurate set up of project codes and maintenance of client details and project-specific billing details using NERA’s project management system, Claim.Check; providing project management support and reconciliation of monthly charges versus project budget

• Reviewing proformas with project directors to establish items to be included on monthly invoices, managing and tracking sub-contractor fees, special consultant fees and expenses for billable projects

• Maintaining project report tracking spreadsheets, including multi-payor projects; adhering to filing systems and using templates to prepare work product

• Facilitating communication between directors and corporate controllership to enhance financial reporting and the control environment around the billing cycle

• Coordinating meetings (internal and external venues) including room booking, vendor/AV set up, material preparation, security registration, and catering

• Planning and booking domestic and international travel; coordinating international visas and ensuring passports are current; preparing detailed itineraries

• Preparing, reconciling, and tracking expense reports and reimbursements; reviewing purchase orders and processing supplier invoices

• Creating Word, Excel and PowerPoint files that adhere to company identity and document standards

• Preparing client engagement letters

• Using CRM software to maintain and update contacts and interactions

• Providing general administrative support for the office; coordinating office events and managing entertainment spend budgets; overseeing day-to-day local facilities operations with an understanding of building services and technology

Requirements:

• Five years’ experience providing administrative finance or accounting support, preferably in a legal or professional services environment

• Familiarity with e-billing is highly desirable

• Self-starter who is happy to use their own initiative

• Interest in systems/organization and keeping things orderly

• Solid analytical skills

• Attention to detail and the ability to work with multiple competing deadlines

• Excellent knowledge of Microsoft Office, as well as a willingness to learn new software and programs

• Strong oral and written communications skills including proofreading and editing

• Outstanding client interaction and interpersonal skills

• Good judgement and ability to solve problems independently and discreetly

• Experience adding value and functioning at a high level when supporting projects with urgent deadlines

• Ability to anticipate needs of team members by prioritizing responsibilities and proactively managing schedule changes

The applicable base salary for this role is $90,000 – $95,000 per year and eligible for overtime.
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