Accounts Receivable and Billing Coordinator

Job description:

Position Summary Nowack Howard, LLC, is seeking a highly organized and client-focused Accounts Receivable and Billing Coordinator to support our practice. This role supports the Firm’s financial operations through billing administration, collections management, reporting, and accounting support. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, team-driven environment. This position plays a critical role in ensuring efficient operations, maintaining billing and accounting processes, supporting collection efforts, and ensuring compliance with Firm policies and procedures.

• Managing the Firm’s monthly billing cycle, including generating pre-bills, processing edits, and issuing final invoices.
• Monitoring attorney time entry and ensure billable hours are entered into the billing system daily:
  Sending follow up emails regarding time entry requirements as needed
• Coordinating the monthly pre-bill review process and ensure attorney approvals and edits are completed during the first week of each month.
• Distributing finalized prebills each month.
• Generating retainer invoices, process retainer deposits, and maintain payment tracking records.
• Managing billing-related phone calls, emails, and correspondence:
  Managing and oversee the billing inbox
• Assisting with client terminations by gathering billing information and preparing final invoices:
  Ensuring bills have been paid by clients prior to closing out file. Accounts Receivable & Collections
• Process and post client payments daily, including:
  Credit card payments through Law Pay, ACH payments, Check payments, including lockbox processing.
• Reports:
  Preparing and distributing daily payment reports to the Leadership Team.
• A/R reports:
  Monitoring client accounts and outstanding balances, Generating and review Accounts Receivable (A/R) reports, Running A/R reports within 30 days of client invoice distribution to identify outstanding balances and following up via email and phone as needed.
• Managing Aged A/R Reports:
  Preparing and send monthly Aged 30, 60 and 90 + days A/R reports to Attorneys, Leadership and CPA, Conducting collection follow-up activities on accounts aged 30, 60, and 90 days via email and phone, Communicating with attorneys regarding delinquent accounts, collection efforts, and write-off recommendations, Coordinating final write-off process and approval in close collaboration with Managing Partner.
• Collections Checks:
  Processing client reimbursements related to collection payments,
• ACH:
  Coordinating efforts to transition clients to ACH payment methods.
• Accounting & Financial Administration
• Perform internal accounting functions, including:
  Client audit letters, Client billing and invoicing, Client payment processing, Collection payment processing, Check requests, Employee Reimbursements, Reconciliation of internal and external accounts in collaboration with CPA
• Reconcile cost advances and client-related expenses charged to Firm credit cards
• Maintain accurate billing records and supporting documentation.
• Process approved write-offs, credits, and billing adjustments in accordance with Firm policies.
• Reporting & Process Support
• Generate and distribute recurring financial, billing, and collection reports.
• Provide monthly A/R reports to attorneys for account review and write-off recommendations.
• Identify, investigate, and resolve billing discrepancies while maintaining appropriate documentation.
• Collaborate with attorneys, Leadership, the Collections Team, Firm Administrator, and CPA to support billing operations, collection efforts, and process improvements.
• Develop, maintain, and update Standard Operating Procedures (SOPs) related to billing, accounts receivable, collections, and accounting processes, including the creation and maintenance of report generation procedures within Orion to ensure consistency, accuracy, and operational continuity
• Utilize the Firm’s 90.io platform to track, manage, and complete assigned to-dos, projects, goals, and milestones. Maintain accurate and current status updates within the system and meet weekly with the Firm Administrator to report on progress, deliverables, priorities, and obstacles, ensuring accountability for assigned responsibilities and project outcomes.
• Administrative Support
• Perform general billing and assist with accounting administrative duties as needed
• Provide administrative support to the Firm as needed, including assisting with phones and other office operations during periods of reduced billing…