Bilingual Billing Coordinator

Your Next Opportunity

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan has an exciting opportunity as a bilingual Billing Coordinator in our Finance department. 

The Billing Coordinator is responsible for handling all aspects of the firm’s client billing cycle and the exchange of billing and other information between the firm and its clients while ensuring that billing is completed effectively, efficiently, and accurately. This includes invoice distribution to clients as well as uploading invoices to client’s e-billing portals where applicable. The Billing Coordinator is also responsible for assisting with collections and an ongoing review of inactive trust funds, working with the responsible lawyers to determine a course of action.  

McMillan LLP is proud to be recognized as one of only two law firms selected for this year’s prestigious Canada’s Top 100 Employers 2024 list by MediaCorp Inc., as announced in the Globe and Mail. McMillan has been recognized for its inclusive HR practices, including comprehensive employee support programs for parents, a culture that values diversity and inclusion, and career development opportunities for women, with 71% of managers at McMillan being women. These initiatives are part of the firm’s broader strategy to ensure a supportive and engaging work environment, which has been instrumental in attracting and retaining top legal talent. By fostering a supportive workplace culture, McMillan serves clients with excellence and responsiveness, delivering the real-time solutions they need to stay ahead.

What You’ll Do

Billing

• Work directly with lawyers to manage the billing process from beginning to end
• Address queries received on billing issues, process, and templates as encountered
• Review and ensure completeness of NBI forms to ensure tax is appropriately applied based on instructions provided
• Set up discounts or exception rates on clients/matters in the financial application (3E) and revalue WIP
• Transfer of dockets or costs amongst matters; including and or excluding time and cost entries; dividing time and cost entries
• Continuously following-up with lawyers to ensure WIP is being billed on timely basis and to note reason if WIP is to be deferred
• Reasonability check for old time and whether it can be billed or not
• Narrative review and editing i.e. punctuation, formatting
• Review of e-billing proformas making sure they are in line with Outside Counsel Guidelines, coded correctly and escalating any issues to the Billing Lawyer
• Communication with other lawyers with respect to missing time (where possible)
• Adding and applying BOA
• Applying Trust and or Unallocated funds upon request
• Calculating and adding currency equivalence to invoice
• Review of disbursements and related tax applications
• Processing WIP write offs & write ups, obtain approval where necessary
• Adjusting bill rates, bill hours, bill amount and applying discounts where required
• Review of application of taxes on entire invoice
• Review draft bill for errors and obtain approval from lawyer to finalize bill
• Finalize bill and distribute to the client by mail or email if requested
• Invoice reversals/re-bill or credit note processing
• Coordinate the uploading of accruals and invoices to third-party portals for clients that require E-billing
• Coordinate and participate in testing for system upgrades and other enhancements

Collections

• Generate AR reports (if requested) and alert lawyers to potential AR issues
• Communicate and follow up with clients on outstanding invoices and assist with the resolution of disputed accounts (only if requested)
• Update the collections module in 3E to reflect collection efforts and progress
• Coordinate with Collection SME’s for outstanding AR that requires assistance

Trust

• Assist with resolving inactive trust balances by working with internal and external clients to either apply or return the funds

What You Bring

• Experience in billing and e-billing in a law firm or professional services firm
• Must be a team player with exceptional interpersonal skills
• Possess a high degree of confidence, professional maturity and demonstrate excellent verbal and written communication skills
• Proven analytical, critical thinking and problem-solving skills
• Strong organizational skills and a keen attention to detail
• Ability to multi-task and prioritize workloads on tight deadlines
• Ability t