Legal Operations Specialist

1 month ago

Burbank, United States Russell Tobin Full time
Job DescriptionJob Description

A global entertainment company is seeking a Legal Billing Specialist to join their team in Burbank, CA This person will assist internal and external stakeholders and manage payment and incoming funds processes. Will be researching issues and often triaging the group in-box.

This is an on-site role in Burbank and the days in office are Monday through Thursday.

Contract: 3 months with potential to extend

W2 Pay Range: $38.00 - 42.50/hour DOE

Duties:

  • Approach all work with problem-solving mindset with an eye toward process optimization

  • Review and respond requests and questions in a timely manner from our centralized Legal eBilling email; Prioritize and promptly address day-to-day issues and inquiries as they arise

  • Research and act on findings related to the payment processes, for example:
    • Research account coding to support the financial allocation process
    • Research and resolve invoices stuck in review or payment process
    • Partner with International AP partners to research and correct errors

  • Communicate with outside counsel in a collaborative style to manage non-compliance with Billing Guidelines, drive and deliver a win-win outcome when the situation arises

  • Manage process system workflow that interfaces with Middleware and SAP, the internal accounting system, to route invoices to accounts payable, including audit, troubleshooting, and clearing errors to facilitate invoice payment

  • Provide feedback on issues faced throughout the year to support updates of subsequent Billing Guidelines

  • Research incoming funds, assign account coding, enter into the system, notify cash & banking with details, and deposit checks/cash

  • Assist with maintaining the Legal Billing page of the Legal Intranet

  • Develop collaborative working relationships and networks within the Legal functions ranging from attorneys, paralegals, legal administrative assistants, and the broader organization

  • Support and provide feedback to optimize processes Billing Administration: Audit, review, and process outside counsel or vendor invoices

  • Perform first-level invoice review to ensure compliance with Legal’s Outside Counsel Billing Guidelines and Accounts Payable Standards
    • Approve, adjust, or reject invoices according to Guidelines
    • Provide guidance to attorneys on methods for handling non-compliance by outside counsel
    • Monitor invoices for new timekeepers, rate increases, and discounts
    • Address invoice audit flags related to Billing Guidelines

  • Post manual third-party invoices

  • Process incoming and outgoing cash funds related to Legal, such as settlements or recoveries

  • Review and audit all new matters to ensure accuracy for financial coding, approval route, special reporting, and general compliance with company requirements

  • Administer eBilling system (Thomson Reuters Legal Tracker fka Serengeti), Middleware, and accounting system (SAP)

  • Collaborate on special projects, as defined by Legal Billing Manager or Legal Operations Manager, which may include preparing ad-hoc reports, system data clean-up, and process updates

  • Maintain master data in systems (Legal Tracker and SAP)
    • Revise law firms' data when mergers, name changes, and banking information
    • Update approval routes related to reorganization
    • Manage system configure regional and other AP contacts
    • Create and deactivate user accounts in Legal Tracker

  • Research new system features and impacts to assist in the development of a rollout plan for end-users

  • Lead monthly training sessions and develop training materials for new hires as needed
    • Provide information to new users in respect of log-in, navigation, invoice approval process (alerts, workflow, approval, and rejection procedures), and provide information to Legal Tracker’s online tutorials

Qualifications:

  • Legal invoicing experience very much helpful and will be ensuring that invoices are in compliance with parameters.
  • Legal Tracker experience a plus
  • Able to communicate clearly and effectively to a diverse array of audiences, including senior executives
  • Ability to prioritize and multitask while meeting tight deadlines
  • Ability to coordinate and liaise with multiple departments using strong project management and sound judgment skills
  • Passionate about transforming business operations using technology with complimentary processes and creating a culture of continuous improvement
  • Knowledgeable about Legal concepts and processes
  • Curious about data and the ability to analyze programs effectively
  • Ability to prioritize large collection of projects and tasks, always keeping business value as the guiding principle
  • Extensive experience using Microsoft Office suite, specifically strong proficiency in Excel, Word, and PowerPoint
  • Collaborative personality and a team player
  • Strong interpersonal and relationship building skills

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