Senior Billing Specialist

Senior Billing Specialist – Thompson Hine LLP

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking an experienced Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices:
Cincinnati, Cleveland, Columbus, Dayton, or New York. The position is responsible for managing all aspects of the client billing process for an assigned group of attorneys.

The Senior Billing Specialist will communicate directly with partners, associates, and legal assistants, as well as other members of the Finance department, in connection with various aspects of client billing. This role will prepare complex multi-payor, consolidated and split billing while managing a large volume of client billing for an assigned group of attorneys.

• Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
• Prepare and revise draft bills, processing attorneys’ comments and revisions.
• Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
• Thoroughly understand firm, client, matter and exception rates, advanced and courtesy discounts.
• Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
• Submit requests for timekeeper and rate approval when necessary.
• Apply retainer funds as directed by attorneys.
• Process write-downs in accordance with Firm policy guidelines.
• Provide accurate and timely completion of assignments and inquiry responses ensuring that all tasks and duties completed are completed within the Firm’s guidelines and policies.
• Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
• Analyze and address rejections and reductions as they arise.
• Proactively communicate with attorneys regarding matter billing status and other ad‑hoc inquiries.
• Research and respond to inquiries regarding billing issues and problems.
• Continually evaluate opportunities to improve efficiency and effectiveness when resolving issues.
• Maintain detailed billing notes outlining procedures, deadlines and other client and attorney preferences related to billing.
• Support client and attorney requests for accrual and budget information that is timely and accurate.
• Escalate issues when appropriate to the Legal Billing Supervisor.
• Maintain a superior level of client service and strive to be a one‑stop resource for external clients, Attorneys, Firm‑wide staff, vendors, and other third parties.
• Assist Billing Coordinators with training, workflow, and issue resolution when needed.
• Participate in firm‑wide and departmental projects and initiatives.
• Prepare ad‑hoc reports for internal and external clients as requested.
• Perform other duties and responsibilities as directed.

• Minimum of a High School diploma or equivalent required.
• Preferably a bachelor’s degree or equivalent experience in a Billing or related role.
• Minimum of 5 years in a Billing Coordinator or Specialist role, preferably in a mid to large‑size Law Firm or Professional Services Firm.
• Prior experience using Aderant Financial Systems, Classic, Elite, Bill Blast, and/or eBilling Hub.
• Familiarity performing eBilling functions across a wide variety of client billing platforms.
• Experience identifying and executing resolutions to complex Billing issues and processes.
• Strong organizational, analytical, critical thinking, and time management skills.
• Comfortable adapting to changing circumstances, processes, and priorities.
• Capability to manage multiple projects and competing deadlines simultaneously.
• Places high importance on providing superb client service both internally and externally and building positive working relationships with the team.
• Comfortable taking initiative but can operate independently or collaboratively as needed.
• Persistent in pursuing resolutions to tough problems.
• Ability to occasionally work outside standard business hours and/or adjust personal schedule as deadlines or workload requires.