Billing Operations Manager

Reports to: CEO (dotted line to Finance Leadership)

Employment Type: Full-Time

Team: 6 across Billing, Cash Application, and Collections

Gallo Legal Services is the largest privately owned legal support services firm in Georgia. We provide court reporting, legal videography, trial services, and litigation support to law firms across the state, nationally, and internationally. We operate with approximately 80 employees and a growing network of independent contractors. We have been recognized multiple times by the Atlanta Business Chronicle as one of Atlanta's Best Places to Work, including a first-place ranking in the medium-sized business category.

We are a growth-minded organization that values continuous improvement, strong systems, and people who enjoy solving real problems. Problems are viewed as opportunities to improve processes, not something to hide or work around.

As we continue to scale, we remain committed to operational excellence and clean financials.

Every deposition we shoot, every court reporter we deploy, every trial we support — it all flows through billing, collections, and cash application. As Gallo has grown, so has the volume and complexity of our receivables operation. We have a team of six handling billing, cash application, and collections. What we need now is a dedicated leader to take ownership of that function — someone who brings the structure, the standards, and the operational discipline to match the scale we've reached and the growth ahead of us.

This is a build role. The team is here. The revenue is here. The opportunity is to formalize and strengthen the operation — document the processes, raise the standards, develop the team, and create the infrastructure that lets this function scale with the business instead of chasing it.

This role exists because the billing function is ready for dedicated leadership — and the CEO's time needs to be focused on growing the business, not managing billing operations.

You run the entire billing operation. Three teams — Billing Coordinators, Cash Application, and Collections — report to you. You set the standards, enforce the standards, and hold every person on your team accountable to the standards. When something is wrong, you find it. When someone isn't performing, you address it. You don't wait for problems to become patterns before you act.

This is your first priority. Invoices go out accurately, on time, and consistently across all service lines — court reporting, legal videography, and trial services. You will document how every type of job gets billed, build the procedures that eliminate common errors, and train your team until the process runs without constant oversight. Rate changes, pricing updates, and client agreement terms are tracked and implemented correctly every time.

When billing errors happen, you find the root cause and close the gap so it doesn't repeat.

You own the collections strategy for outstanding and overdue accounts. Monitor aging, ensure follow-up and escalation protocols are in place and followed, and resolve client disputes in coordination with Billing, Operations, and Finance. These are law firm clients — communication from your team is professional, precise, and consistent.

All incoming payments are applied accurately and promptly to customer accounts. Unapplied cash and suspense accounts stay clean. Short pays, over payments, and unclear remittances are reconciled. Account balances reflect reality and are audit-ready at all times.

You build and maintain the reporting that gives leadership visibility into billing health — aging reports, collections status, unapplied cash, trends, risk areas. You don't wait for someone to ask how billing is doing. You surface the numbers proactively. You establish and enforce internal controls across all three functions. Month-end close gets clean documentation and reconciliations from your team on time, every time.

You conduct regular billing audits to…