E-billing Coordinator

3 weeks ago

Chicago, United States Ropes & Gray LLP Full time

About Ropes & Gray:
The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.

The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

Overview:
The E-billing coordinator plays a critical role in the revenue cycle of the firm by performing e-billing assistance on electronically billed matters such as but not limited to monitoring and troubleshooting issues to ensure invoices are submitted successfully to our clients.

**Responsibilities**:
The E-Billing Coordinator is responsible for key phases of the e-billing process, including, rate uploads, bill submission on new electronically billed clients, follow-up on rejected items, and acceptance tracking. The role also encompasses process documentation related to specific clients. The role specifically involves the following:

- E-billing coordination between the firm, the e-billing vendor and the client, including all necessary setups and submission of preliminary data such as timekeeper and matter lists.
- Assist with obtaining client approval for newly assigned timekeepers and submission of yearly new rate submission for our clients.
- Maintain the spreadsheets for new timekeepers assigned to each matter and add them accordingly in the vendor sites for successful submission of invoices. This also entails mapping the timekeeper titles on the vendor sites whenever appropriate.
- Create LEDES files for those clients who are not electronically submitted but require a LEDES formatted invoice.
- Communication of e-billing guidelines with all relevant partners and other timekeepers to ensure compliance with client requirements.
- Fully documents all aspects of the e-billing process for each client. Electronically distributes all documentation to billing management and staff.
- Helps to maintain a database of all e-billing clients and their requirements for submission of bills.
- Utilizes E-billing Hub software or third party e-billing vendor websites to submit e-bills and conduct necessary follow up until invoices are accepted by the client.
- Reviews e-bills for compliance with client/vendor terms. Fixes errors that will result in delays in uploading or rejection of the bill.
- Proactively makes recommendations and implements internal process improvements to maximize productivity and workflow in all aspects of the e-billing function.
- Works with Financial Systems team to ensure the proper invoice template is created according to the client/vendor specific guidelines.
- Works with Pricing team to develop and maintain rate cards for client submission.
- Participates in firm-wide and departmental projects and initiatives.
- Performs other duties as assigned.

Qualifications:

- Associates degree in Business, Accounting or Finance is preferred or equivalent experience.
- One to three years experience with professional services time and billing software such as Thomson Elite's Enterprise Billing Manager or Aderant's Expert Billing module.
- Minimum two years experience in a professional services firm, preferably in a Finance department.
- Experience with various electronic billing systems such as Serengeti or CounselLink is preferred.
- Demonstrated proficiency with MS Excel spreadsheets.
- Strong verbal, written, leadership, creative and interpersonal skills.

Comprehensive and Total Rewards Package:
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is $72,500 - $108,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

Working Conditions:
Incumbent is expected to work the hours necessary to fulfill the responsibilities of the position. It is likely that this role will require more than standard hours during month and year-end closings and during special projects.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed a

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