Billing & Collections Specialist

Overview

The Billing & Collections Specialist is responsible for executing the firm’s billing and collection activities with speed, accuracy, and urgency. This is a highly active, proactive, and visible role that requires daily client interaction, strong follow-through, and end-to-end ownership of billing and collections workflows. The role partners closely with Finance and attorneys to improve cash flow, reduce aged receivables, and ensure disciplined execution.

• Execute the full billing cycle accurately and on schedule.
• Prepare, review, and send invoices using established billing workflows.
• Ensure consistency and accuracy in billing practices across matters.
• Identify and resolve billing issues quickly and independently.
• Conduct daily outbound client calls related to billing, collections, and trust replenishment.
• Proactively follow up on outstanding balances and delinquent accounts.
• Manage receivables and update collection notes daily, driving resolution of all flagged matters with special attention on the main offenders.
• Support trust replenishment requests, including off-cycle replenishments.
• Escalate risks, delays, or disputes promptly with clear recommendations.

• Provide daily updates to the immediate supervisor and Finance team on collection activity, risks, delays, and next steps.
• Prepare standard billing, collections, and A/R aging reports.
• Maintain clear documentation and audit trails for all client communications.

• Own billing and collections processes end-to-end (A–Z).
• Execute with urgency and precision; move quickly without waiting for direction.
• Identify inefficiencies and implement improvements proactively.
• Operate comfortably in a fast-paced, high-volume environment.

• Strong sense of urgency; takes action immediately when issues arise.
• Full ownership of outcomes, not just tasks.
• Comfortable operating autonomously with minimal oversight.
• Brings a business mindset
  , prioritizing actions based on cash flow and risk.
• Thrives in a highly visible role with frequent interaction across teams.
• Holds self accountable to deadlines, standards, and results.

• Highly tech-savvy
  ; comfortable working daily in Excel and Clio
  .
• Able to produce clear, accurate standard business reports (billing, collections, A/R).
• Strong proficiency with spreadsheets, including formulas, filters, and pivot tables.
• Comfortable learning and using billing systems, dashboards, and workflow tools.

• Strong verbal communication and phone presence
• High attention to detail and follow-through
• Excellent organization and prioritization
• Accountability, ownership, and reliability
• Ability to manage pressure and volume without losing accuracy

• At least 3+ years of experience in billing and collections for a law firm.
• Highly skilled in Clio and have a strong command of Microsoft Suite
  .
• Attention to detail with an eye for identifying billing discrepancies.
• An understanding of trust accounting and IOLTA compliance.