Billing Assistant

Company Description

Who we are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.
 

Job Description

The role

Clifford Chance US LLP is seeking a full-time Billing Assistant. The Billing Assistant will be responsible for supporting the client billing process. This role will collaborate and liaise with Billing Coordinators, partners, associates, and secretaries in connection with various aspects of client billing. The Billing Assistant will also be responsible for assisting with revising bill/time entry narratives, coordinating client billing cycles, and working closely with the billing team to prepare client invoices. This position can be located in any of our three US offices (New York, Washington, DC or Houston, TX) and will report to the Billing Supervisor.
 

Responsibilities

• Assist with all aspects of the monthly client billing process and distribution of invoices to clients.
• Prepare and distribute monthly prebills to the responsible billing partners and their teams, under the guidance of Billing Coordinators. 
• Process and incorporate comments and revisions from partners and associates on prebills, ensuring changes are accurately reflected. 
• Monitor time and disbursement transfers and write-offs, ensuring the necessary approvals are obtained in accordance with firm policy before processing them in the billing system. 
• Prepare and distribute draft bills for attorney review and approval. 
• Confirm billing partner approvals are obtained before finalizing and issuing invoices. 
• Assist with preparing, submitting, and monitoring e-bills, and update e-billing workflow notes as necessary. 
• Post finalized bills in the firm’s billing system and assist in coordinating their delivery to clients. 
• Ensure each posted bill’s backup documentation is properly saved in the designated billing folder within the firm’s document management system (iManage). 
• Liaise with billing partners and attorneys—in coordination with Billing Coordinators—regarding matter billing status, special billing arrangements (e.g., fee caps, fixed fees), and any required clarifications. 
• Develop familiarity with Work-In-Progress (WIP) provisions and assist in monitoring aged WIP and special discounts for matters to support billing partners in meeting monthly billing goals. 
• Review and ensure compliance of billing matters with Clifford Chance client agreements and outside counsel billing guidelines, flagging any discrepancies to the Billing Coordinator or Supervisor. 
• Assist in setting up new matters in e-billing systems, ensuring correct time increments, rates, discounts, e-billing codes, and matter file numbers are applied as directed. 
• Verify client- or matter-specific fee arrangements are properly reflected for each matter to ensure accurate billing and WIP accrual. 
• Coordinate with the Accounts Payable team to help resolve any vendor billing discrepancies related to client matters. 
• Maintain billing files and documentation in accordance with the firm’s billing policies and audit requirements. 
• Respond to routine partner and client billing inquiries in a timely, professional manner and escalate complex issues to the Billing Supervisor and/or Billing Coordinator as needed. 
• Assist with billing reports and projections by gathering data a