Senior Billing Coordinator

About Ropes & Gray

Ropes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years - rankings that honor the "best of the best" law firms. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, Milan, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring. Ropes & Gray is an equal opportunity employer.

Overview

The Senior Billing Coordinator (SBC) is responsible for managing the unbilled and billed inventory for a portfolio of top revenue-producing clients and lawyers. This includes producing invoices for clients with complex billing arrangements, complying with applicable collection policies and adhering to outside counsel guidelines.  The SBC will work closely with partners and their secretaries, other lawyers, client contacts and Finance staff to ensure the billing process is done in a timely and accurate manner and that client balances are paid on time.

Responsibilities

Manage the billing process for a select portfolio of high profile lawyers/clients including detailed knowledge of applicable client terms, discount arrangements and lawyer and client preferences. Specifically, the SBC will ensure:

• The billing process, from proformas to final billing is done accurately and timely in accordance to Firm standards and client guidelines
• Client guidelines are documented, updated and complied with
• E-billing issues are identified and promptly resolved, including addressing rejected invoices as well as working with attorneys and their secretaries to obtain LEDES IDs

Manage the unbilled inventory as well as any billed invoices that require revision for the assigned group of lawyers/clients:

• Ensure consistent and regular communication with Billing Responsible Lawyers (BRLs) related to aged billed balances
• Leverage secretaries and Finance management  to escalate problem accounts
• Make recommendations for write-offs of aged balances where appropriate
• Ensure partners are achieving their billing incentives and the firm’s billing target
• Keep matter arrangement coding current, including transactional codes and estimated bill dates
• Clear temporary matters
• Submit write-offs over $10K for approval
• Update proforma statuses and finalize invoices in accordance with firm process
• Clear Bill on Account (BOA)

Update Pricing team of any newly discovered alternative fee arrangements for review and ultimate disposition

Assist with the application of unidentified cash receipts 

Create and maintain documentation of procedures, deadlines and other client and lawyer preferences related to billing

Review new matter notification emails and ensure matters in 3E are updated accordingly

Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and cash receipts

Support client and partner requests for accrual information that is timely and accurately

Other related duties as assigned

Qualifications

• Bachelor’s degree preferred
• Strong analytical, critical thinking and effective communication skills
• A minimum of five years’ experience in a professional services environment using time and billing software such as Elite or Aderant
• Provide superior customer service
• Demonstrated proficiency with MS Excel, including advanced features such as vlookup, pivot tables and filters
• Self-directed with a strong work ethic; capable of working independently with limited supervision
• Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines is required

Compensation and Total Rewards Package

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonabl