Billing Compliance Specialist

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Manager, Billing Compliance, the Billing Compliance Specialist is responsible for assisting in all phases of intake and client billing requirements. This role will work closely with the Billing Compliance team, biller, lawyers and other administrative staff in the firm as well as client. This is a highly detail-oriented position with an emphasis on tenacity, time management, technical tasks and interpersonal skills.

Prior experience in a professional services environment is preferred.

This job posting is for an existing vacancy.

• Manage client billing compliance requirements, including accrual deadlines, billing guidelines, estimates, budgets, purchase order numbers, tax forms, banking information, and other client-specific requirements within applicable accounting systems and eBilling platforms
• Coordinate end-to-end onboarding for new clients and support the migration of existing clients to new eBilling platforms, ensuring accurate setup, alignment with client requirements, and seamless integration across firm systems
• Liaise with internal stakeholders, clients, and external vendors to obtain matter access, purchase order details, provide tax documentation, banking information, and other billing-related requirements needed to support timely and accurate setup for billing
• Maintain accurate client and matter billing information in the accounting system and eBilling platforms to support compliance with client guidelines and a smooth billing experience
• Review NBI requests, assess the requirements, and assign work to appropriate team members within prescribed service level agreements
• Oversee the team’s general mailbox by monitoring incoming requests, redirecting inquiries to the appropriate team members, and supporting timely follow-up on billing compliance matters
• Prepare weekly status reports summarizing matter access metrics, and key operational updates for leadership
• Maintain and update operational procedures, training materials, and client-specific documentation to promote consistency, compliance, and knowledge retention across the team
• Communicate effectively with peers, management, lawyers, billers, assistants, clients, and external contacts to resolve accrual, onboarding or matter access related issues and support operational objectives
• Identify opportunities to improve billing compliance processes, enhance data accuracy, and contribute to projects or additional tasks as assigned
• Assist with projects or additional tasks as assigned by Manager

Education and Experience

The position requires a College Diploma or University Degree specializing in a business discipline, and a minimum of three years of relevant experience. Prior work experience in finance / billing / project management function within the legal or professional services industry is preferred. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

• Intermediate to advanced level excel proficiency, including Pivot Tables and XLOOKUP formulas
• Exceptional attention to detail and accuracy with numerical data, while maintaining efficiency
• Fast learner with ability to perform effectively in a fast-paced, dynamic environment, adapting seamlessly to shifting priorities and workloads
• Provide outstanding service to both internal and external clients by collaborating directly with clients, partners, billers, assistants, and key stakeholders to ensure the successful completion of essential operational tasks critical to the firm’s…