Billing Coordinator

Job Description

Posted Thursday, January 8, 2026 at 11:00 AM

Billing Coordinator (Flexible Hybrid in SF Bay Area)

The Billing Coordinator supports the delivery of quality legal services to clients by assisting with all aspects of the Firm's monthly billing process. The role assists with special billing related projects and a broad range of requests, requiring a high level of analytical and problem‑solving skills. The Coordinator provides instruction and assists others in the use of the time and matter programs, makes system updates of core billing information, and covers aspects of the Time and Billing Supervisor’s job in the supervisor’s absence.

This position requires working in person in San Francisco.

• Invoice Preparation:
  Prepares client invoices as revised by attorneys and in accordance with client guidelines using the accounting software. Researches questions and discrepancies. Interfaces with attorneys and secretaries as necessary and works with Time and Billing Supervisor to resolve issues and ensure the necessary data updates are in place to proceed with bill preparation. Performs text edits, makes adjustments or write‑offs of fees and costs, transfers time and costs, makes rate adjustments, and updates address information.
  
  Prepares task‑based and electronic bills, troubleshoots ebilling rejections, provides expense backup and makes "manual" adjustments to bill formats via Word as required.
• Invoice Recording:
  Reviews and verifies pre‑bill to invoice data and releases the approved pre‑bills for posting. Verifies release output and posts final pre‑bills to accounts receivable in accounting system. Submits electronic formats for e‑bill clients via various third‑party platforms, email, and mails paper client invoices.
• Collections and Accounts Receivable:
  Coordinates with AR/Collections team to ensure that trust payments are applied during the billing process for the appropriate clients, based on attorney instruction. Performs mass revision and reapplication of payments to prior bills based on client or attorney requests. Provides bill and payment information when needed.
• Special Billing Projects:
  Provides financial information for court fee petitions and prepares supporting exhibits of detailed time and expenses. Handles various billing projects as requested.
• Cost Recovery:
  Enters miscellaneous firm disbursements and computerized research charges to client matters using the Expert generic importer. Performs data entry of disbursements as necessary. Reviews cost recovery/disbursement output and posts charges. Maintains monthly disbursement files and electronic cost recovery archives.
• Accounting Closing Activity:
  Assists with miscellaneous month‑end tasks to ensure a prompt and accurate close and initiate the new billing cycle. Tasks include, but are not limited to, follow‑up and resolution to outstanding pre‑bills, including revised bill and internal bill projects. Alerts timekeepers with time in "pending" status, release as necessary. Performs bulk time transfers. Revalue time entries as necessary. Posts all released time.
  
  Checks Expert log to ensure all disbursement imports have been entered and posted correctly.
• Information Management:
  Performs updates to bill groups, matter plans and data entry regarding routine client, matter and billing information, e.g. address information and billing instructions. Confirms rate information as represented on new matter intake paperwork and works with the Time and Billing Supervisor and Billing Specialist if revisions are required.
• Reporting:
  Assists Time and Billing Supervisor as necessary in routine reporting processes, e.g. audit responses, client accruals, outstanding bill lists and miscellaneous report requests.
• Maintains Files:
  Maintains accurate and current expense disbursement files. Creates new files as necessary.
• Assists System Users:
  Answers questions and aids attorneys and staff regarding the use of the firm’s timekeeping and matter inquiry programs and other available information reports.
• Works Cooperatively and Collaboratively with Others:
  Strives to meet deadlines and follows firm policy and department protocols.…