Billing Coordinator

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This non‑exempt position is responsible for compiling, managing, and executing attorney billing. Duties include gathering billing information, creating and approving proformas, and distributing final invoices to multiple billing attorneys across all Haynes and Boone office locations. The incumbent will also communicate with secretaries, staff, and firm clients while maintaining confidentiality.

• Create, review, and edit proformas in response to attorney and secretary requests.
• Execute complex bills in a timely manner (e.g., multiple discounts by matter, split‑party billing, electronic bill preparation).
• Compile supporting backup documentation as required.
• Submit invoices by mail, email, and e‑billing via eBilling
  
  Hub and other e‑billing sites.
• Configure and maintain information on e‑billing sites, including setting up new clients, new matters, new timekeepers, and new rates, and communicate with clients regarding setup efforts.
• Address and resolve e‑billing disputes, rejections, and short pays promptly.
• Ensure compliance with firm billing policies and procedures, recommending changes when necessary.
• Ensure compliance with all client, firm, and attorney deadlines (e.g., accruals, budgets, invoicing, status reports).
• Review, assess, and ensure compliance with Outside Counsel Policies and Procedures.
• Review, assess, and provide feedback on billing requirements within new client engagement letters when requested.
• Create and maintain desktop procedures for any attorney, client, or matter special handling requirements.
• Review and approve all new client and matter intake forms to ensure accurate setup in 3E, including billing arrangements, rates, and discounts.
• Assist with verifying any new application changes or enhancements.
• Create and ensure compliance with client‑specific reporting requirements (e.g., accruals, budgets, timekeepers, rates).
• Communicate professionally and courteously with clients, attorneys, paralegals, and staff.
• Create billing schedules and various billing analyses as needed.

• Assist with special projects as needed.
• Perform other related duties as assigned.

The Billing Coordinator reports directly to the Manager or Supervisor of Billing and works closely with various partners in leadership positions. This position does not supervise staff.

One to three years of relevant experience is required. Proficiency in accounting processes and Microsoft Office applications (primarily Excel, Word, and Outlook) is essential. A solid understanding of billing processes in the professional services industry, ideally within a law firm environment, is preferred. Demonstrated aptitude and willingness to learn new software and applications is required.

Superior attention to detail, time management, and organizational skills are mandatory. The ideal candidate possesses strong analytical skills and can effectively multitask and prioritize work to meet aggressive deadlines. Strong client focus, written and verbal communication skills, and the ability to work individually and as part of a team are essential. The ability to work with many different types of personalities at all levels of the organization is a must.

An associate degree in accounting or a related field is required; a bachelor’s degree is preferred. Equivalent experience will be considered.

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary 85% of the time. Operates computers and other office equipment (fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. Must communicate and exchange information with firm attorneys, clients, and staff.

Requires monitoring information on a computer screen at least 80% of the time.

Works in an office environment. Occasional overtime may be required to meet firm or client demands.

Entry level

Full‑time

Accounting/Auditing and Finance – Law Practice