Billing Coordinator

Job Overview

Location: Irvine, CA 92614

Salary/Payrate: DOE

Work Environment: Hybrid (3 / 2 WFH after ramp up)

Term: Contract-to-Perm for immediate hire (absolute conversion - full benefits during contract)

Note: Must come from a law firm or legal services environment. #LI-AK1

The Billing Specialist is responsible for processing a high volume of legal invoices, in addition to performing a variety of other administrative and billing duties according to established policies and procedures. The role maintains contact with attorneys, staff, and clients and observes confidentiality of client and firm matters, which may involve answering questions and requests, providing necessary follow-up, and resolving client billing disputes.

Some experience with Coyote Analytics billing software is preferred but not required (other legal billing platforms are acceptable), and use of an electronic billing system (such as TyMetrix 360) is an added plus.

• Prepare, distribute, and edit pre-bills following Firm policy.
• Apply retainer and prepaid funds as directed by attorneys.
• Execute complex and voluminous bills in a timely manner (i.e., manual rate and/or hour adjustments by matter, split-party billing, preparation of electronic bills).
• Review and distribute accurate bills with supporting documentation as required.
• Research and respond to inquiries regarding billing history requests.
• Create new billing documents (billing schedules, analyses, etc.) as needed.
• Manage non-billable accounts following Firm policy.
• Assist with managing scheduled rate changes, including calendaring and communicating changes to clients/attorneys.
• Research and respond to inquiries regarding billing issues.
• Communicate billing requirements to ensure client costs are being processed correctly.
• Investigate questionable client costs and recommend actions to resolve discrepancies.
• Interact and communicate effectively with attorneys, staff, and clients.
• Utilize billing and other software programs (Coyote Analytics, Excel, Word) to perform duties and responsibilities.
• Maintain compliance with all company policies and procedures.
• Maintain Deadline report for Timekeepers and monitor the timeliness of time entries.

• High school diploma; further education is a plus.
• Coyote Analytics (or equivalent legal accounting software - Aderant, Elite, 3E, etc.) experience.
• Demonstrated proficiency with MS Office.
• Ability to multi-task, prioritize, and use time efficiently.
• Strong attention to detail.
• Ability to perform at high levels in a fast-paced, ever-changing work environment and successfully adapt to changing priorities.
• Ability to anticipate work needs and follow through with minimum direction.
• Flexibility to adapt to all situations and work varied hours.
• Excellent verbal and written communication skills.

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards.
• Ability to maintain regular, punctual attendance.
• Must be able to lift and carry up to 20 lbs.
• Must be able to talk, listen, and speak clearly.