Billing & Finance Specialist

Our client is looking for a Billing & Finance Specialist to take ownership of day-to-day billing and financial operations while building the systems and processes that support long-term financial management. Their organization is a boutique virtual law firm focused on commercial and residential real estate transactions that has continued strengthening its operations and client service capabilities in recent years.

This is a hands-on build-and-run finance role for an experienced professional who can manage billing, accounts receivable, vendor payments, financial reporting, budgeting, cash flow forecasting, and trust accounting while also developing the policies, controls, and workflows behind those functions.

The Billing & Finance Specialist will maintain accurate, audit-ready financial records, review the work produced by the bookkeeper, support real estate closings, and provide leadership with clear visibility into current financial performance and future cash needs. This person should be comfortable working independently, identifying discrepancies, explaining financial variances, and creating financial infrastructure rather than simply maintaining existing processes.

• Review daily timekeeping entries in Clio to confirm that billable activities are recorded accurately and completely, following up with team members when corrections or missing information are identified.
• Prepare pre-bills according to the established billing schedule and submit them to the appropriate attorney for review and approval.
• Edit and finalize invoices, ensuring billing information is accurate, complete, easy to understand, and ready to send without requiring later corrections.
• Issue approved client invoices on time.
• Process vendor invoices and payments according to established policies and maintain complete, organized, and audit-ready payment records.
• Identify duplicate, unusual, or non-compliant vendor charges and escalate them for review before payment.
• Monitor accounts receivable and proactively contact clients regarding overdue balances.
• Manage retainer and trust replenishment requirements and approved installment payment plans.
• Obtain approval from the Owner before committing to any non-standard billing or payment arrangement.
• Monitor accounts receivable aging and Days Sales Outstanding (DSO), helping reduce outstanding balances over time.
• Design, document, implement, and maintain financial policies and procedures covering billing, collections, vendor payments, budgeting, and cash flow management.
• Establish effective internal controls and financial workflows that improve accuracy, efficiency, scalability, and audit readiness.
• Build the annual budget from the ground up each fiscal year and manage the budgeting process from development through ongoing monitoring.
• Create and maintain a rolling cash flow forecast, regularly comparing forecasts against actual results and proactively identifying potential cash shortfalls or surpluses.
• Evaluate financial technology, systems, and software and recommend improvements, including enhancements to Quick Books Online configuration.
• Review the bookkeeper's monthly financial records, reports, and reconciliations, identifying inconsistencies and escalating unresolved issues to the Owner.
• Monitor budget-versus-actual and forecast-versus-actual results and clearly explain the underlying causes of material variances.
• Keep Quick Books Online accurate, current, organized, and audit-ready.
• Prepare or review monthly Profit & Loss statements, balance sheets, and cash flow statements to support management decision-making.
• Perform or review monthly IOLTA/trust account reconciliations and maintain accurate documentation of client trust balances.
• Immediately escalate any trust accounting discrepancy to the Owner.
• Review commercial and residential real estate closing ledgers and settlement statements before they are distributed to clients, lenders, or opposing counsel.
• Collaborate with the paralegal team on active transactions to confirm financial details and balanced closing figures under time-sensitive deadlines.
• Maintain strict confidentiality when handling sensitive client and financial information.
• Keep electronic financial records organized according to established protocols.
• Identify practical opportunities to use AI and technology to improve the speed, reliability, and accuracy of financial processes.
• Operate within established financial policies and applicable regulations while recognizing that legal advice and legal…