Senior Billing and Collections Administrator

We are looking for a Senior Billing and Collections Administrator in our Los Angeles Office. This position will have overall responsibility for coordinating the billing and collection activities of partner accounts and will work collaboratively with their assigned partners and clients to process all respective billing and collection activity. This position involves working independently, utilizing sound business judgment addressing the wide variety of daily tasks efficiently which encompasses all aspects of the billing (eBilling) and collections operations (full portfolio management) in order to best leverage partner time, in accordance with departmental standards. Maintains best in class customer service delivery at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Billing

  • Responsible for understanding all client agreements and guidelines, as well as all special billing arrangements for assigned accounts in order to ensure client-compliant invoicing
  • Responsible for ensuring all special rate arrangements are accurately recorded in the financial system
  • Order, prepare, and distribute pre-bills for assigned billing partners/accounts
  • Transmit electronic billing (“eBilling”), assess electronic billing processes and procedures and implement system changes as necessary
  • Responsible for recording and maintaining accurate phase, task, and billing codes
  • Prepare, produce, and finalize invoices for assigned accounts
  • Responsible for maintenance and follow-up on available unallocated funds
  • Prepare and send accruals being sensitive the varying client deadlines
  • Produce ad hoc reports as requested
  • Assist with billing overflow from other offices as needed
  • Update billing addresses and payer information as needed

Client/Attorney Requirements

  • Coordinate special client billing requests
  • Assist with preparing client and/or attorney analyses as needed
  • Address revised invoice balances as client issues are surfaced
  • Responsible for client audit report preparation
  • Maintain client/matter maintenance information

Collections

  • Contacts clients regarding past-due accounts and invoices
  • Report on key reasons for non payment and recommend remedial action
  • Escalate disputes to Management, understand and implement resolution as appropriate
  • Deliver timely and highest of quality customer service support to client inquiries and requests, including providing invoice copies, preparing spreadsheet analyses, researching payment information, etc.
  • Interacts and communicate with assigned partners to obtain client updates and review the status of unpaid invoices
  • Monitor payment arrangements to ensure compliance with payment term
  • Generate and distribute monthly Client Reminder Statements
  • Coordinate with Cash Receipts Department with researching client payments and advise on appropriate application
  • Research and monitor unapplied payments
  • Process approved client refunds in a timely manner
  • Conduct credit review analyses on clients as needed
  • Prepare reports and analysis on the status of credit and collection matters; providing regular updates to management on these matters
  • Assumes additional responsibilities as requested

RequirementsKNOWLEDGE, SKILLS AND COMPETENCIES:

  • Ability to handle a high volume of tasks maintaining attention to detail and prioritizing as necessary.
  • Self-motivated with the ability to work with little direct supervision. Team player with positive attitude to challenges
  • Proficient in MS Office. Strong Excel experience

EDUCATIONAL QUALIFICATIONS/JOB EXPERIENCE REQUIREMENTS:

  • A minimum of 5 years of experience working in a professional services environment, law firm billing experience strongly preferred
  • Experience with financial/billing software packages and Finance/Accounting organizational operations. “Aderant Expert” Billing System experience preferred.
  • Experience with electronic billing transmission on a variety of eBilling platforms, eBillingHub experience a plus
  • Experience with financial/collections software packages. “ARCS 2G” preferred
  • Strong written and verbal communication skills

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