Billing Administrative Assistant

ABOUT GOWLING WLG

At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.

We’re intentional about building a workplace that’s both high‑performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values:
Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.

Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.

The Billing Administrative Assistant (BAA) is an integral member of a team of patent professionals and Legal Administrative Assistants. The ideal candidate will be committed to client service, possess strong communication skills, and thrive in a fast‑paced environment with multiple priorities and continuous learning. The BAA will coordinate and process billing and provide administrative support as needed to all members of the Patent team.

Key responsibilities include but are not limited to the following:

• Request and process all pre‑bills, ensuring accuracy of details.
• Review and edit text narratives in dockets for accuracy.
• Send regular invoicing to clients and process accordingly.
• Make necessary amendments to bills and submit for production of invoices. Review final copies and submit to professionals for signing and distribution.
• Review, code and obtain approval for invoices and scan and save them into the system.
• Ensure client contact information is kept current in all systems.
• Receive incoming payments, process trust deposits, and process refunds from future transaction deposits.
• Liaise with accounting and accounts receivable team on the collection of payments and follow up with clients on billing requirements.
• Enter and process expense submissions, ensuring accuracy and timely entry into the firm’s systems.
• Process trust cheque requisitions.
• Other duties as required.

• Post‑secondary diploma.
• Minimum 3 years experience in an administrative role and/or billing experience.
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
• Ability to use discretion when dealing with confidential information.
• Capacity to work independently, as well as in a team environment.
• Produce a high quality and quantity of work product, occasionally under tight timelines.
• Ability to prioritize and to redefine priorities when necessary.
• Ability to handle stress and manage competing demands in a professional manner.
• Proficiency with Microsoft 365, Outlook, and Excel; knowledge of Aderant and iManage, or similar systems, would be an asset.

Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well‑being go hand‑in‑hand. We support your career and life with:

• 100% employer‑paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15 vacation days and hybrid work flexibility
• Parental leave top‑up for 26 weeks (after 12 months of full‑time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long‑term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

The starting range for this role is $55,000 to $65,000. Starting salary will be determined based on an applicant’s individual skills, competencies and unique qualifications. Gowling WLG employees have the potential to exceed this range based on tenure and performance.

This position is currently vacant and is open to both internal and external candidates. Gowling WLG is recruiting for this role to support ongoing firm needs and team operations.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.