Client Accounting Coordinator

Job Description Summary:

The Client Accounting Coordinator role is a junior level, hands-on position that is responsible for managing the financial aspects of an assigned partners’ portfolio in accordance with the Firm’s and Client’s standards. The ideal candidate will have the opportunity to learn and grow on a dynamic team, in a fast-paced team-oriented environment. This position can be based in any of our Bay Area (CA), Seattle (WA), New York (NY) or Washington D.C. offices. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.

Job Description:

Client Matter Set Up and Maintenance

• Responsible for setting up and maintaining attorney billing rates, discounts, and deferrals, etc. to ensure and accurate billing process.
• Responsible for reviewing engagement letters and billing guidelines to make sure matters are set up according to firm/client standards.
• Continuous maintenance and documentation of all non-standard billing requirements.

Management of Pending Accounts

• Work with attorney/secretary/Risk department to identify documentation needed for opening a new client/matter.
• Cross reference billing rate set up with engagement letter to ensure accuracy at time of billing.

Prebills

• Prepare, review and distribute prebills on a monthly basis (paper/PM system); frequency may change depending on attorney portfolio.
• Perform various billing functions as required to produce client invoices:  making edits, write downs, transfers, discounts, etc. in Aderant and Prebill Viewer system.
• Attention to details to ensure accuracy of completed invoices.
• Ensure client bills/e-bills are submitted timely while meeting the Firm’s and/or client guidelines.
• Collaborate with the e-billing administrator to ensure e-billing set-up and maintenance support is complete, such as adding attorneys, matters and rates, into the various e-billing systems.
• Provide estimates to attorneys and clients as required by due dates.
• Provide client account analysis utilizing the various system tools (Aderant, EIS, FRP, ARCS, etc.).

Collections

• Support the full assigned portfolio collection activities of account status and any escalations required.
• Communicate that with partners on above status and take accurate on next steps.
• Share with Collections the feedback from partners and monitor progress/resolution.
• Responsible for coordinating monthly meetings with assigned billing attorneys to understand how to manage their portfolio(s) by:  discussing new clients and matters, any special billing arrangements, and aged WIP (Work In Progress).
• Responsible for communicating and assisting clients who are seeking alternative payment plan solutions.
• Work with Cash Receipts staff to research and resolve misapplied payments, outstanding trust or unapplied cash balances.
• Prepare write-off/write-down requests and/or 3rd party collection agency requests as necessary; ensure all proper approvals are received prior to processing adjustments.
• Assist attorneys, secretaries and clients with all billing and collections related questions and/or requests.
• Monitor billing and AR hotline and time correction DTE alias on a rotational basis.
• Act as back up support and provide coverage for team as needed.
• Perform other related duties as assigned.

 

Desired Skills and Qualifications:

• Self-Starter, able to work with minimal support and/or in a team environment with professionals at various levels while maintaining a positive and professional demeanor.
• Possess strong analytical and problem-solving skills.
• Effective verbal and written communication skills.
• Ability to handle and maintain confidential and sensitive information with the appropriate discretion.
• Ability to organize and prioritize multiple tasks in fast paced, deadline-driven environment.