E-Billing Coordinator

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on International's "A-List" in the U.K.

- rankings that honor the "Best of the Best" firms. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

The E-Billing Coordinator plays a critical role in the revenue cycle of the firm by performing E-Billing assistance on electronically billed matters. The E-billing Coordinator oversees the electronic billing process from start to finish, ensuring accurate and timely invoice submission in compliance with client requirements and guidelines. This role involves but is not limited to, identifying and troubleshooting E-billing issues, maintaining data integrity, collaborating with internal teams and clients to ensure successful billing.

The E-Billing Coordinator is responsible for key phases of the e-billing process, including, rate uploads, follow-up on rejected items, and inventory tracking. The role also encompasses process documentation related to specific clients. The role specifically involves the following:

• E-billing coordination between the firm, the e-billing vendor and the client, including all necessary setups and submission of preliminary data such as timekeeper and matter lists.
• Accountable for a portfolio of clients and keeps all department spreadsheets and notes up to date.
• Monthly review of assigned clients in which new timekeepers are identified. Assist with obtaining client approval for these newly assigned timekeepers on a monthly basis. On an annual basis, the E-Billing Coordinator is responsible for the submission of an all inclusive rate card for each of their assigned clients.
• Maintain the spreadsheets for new timekeepers assigned to each client and add them accordingly in the vendor sites for successful submission of invoices. This also entails maintaining the timekeeper titles on the vendor sites whenever appropriate.
• May be required to generate LEDES files for those clients who are not electronically submitted but require a LEDES formatted invoice.
• Help to identify reoccurring violations of client guidelines and alerting appropriate team on action steps.

• Setting up of cost exceptions
• Title mapping
• Reoccurring timekeeper rate reductions
• Formatting of LEDES file

• Fully documents all aspects of the e-billing process for each client. Electronically stores all documentation so that it’s visible to billing management and staff.
• Helps to maintain a database of all e-billed clients and their requirements for submission of bills. Also helps to maintain a database where yearly timekeeper rates are stored by client.
• Utilizes E-billing Hub software or third party e-billing vendor websites to submit e-bills and conduct necessary follow up until invoices are accepted by the client.
• Keeps invoice statuses current in the HUB; bi-weekly updates required.
• Reviews e-bills for compliance with client/vendor terms. Fixes errors that will result in delays in uploading or rejection of the bill.
• Proactively makes recommendations and implements internal process improvements to maximize productivity and workflow in all aspects of the e-billing function.
• Works with Guidelines team & E-Billing HUB to ensure the proper invoice template is created according to the client/vendor specific guidelines.
• Works with Pricing team to develop and maintain rate cards for client submission.
• Engages in team meetings and occasionally presents information to the broader group.
• Coordinating with Billing &…