Legal Administrator

4 days ago

New York, New York, United States MW Partners Full time
Job Title: Legal Administrator

At MW Partners, we are seeking a highly skilled Legal Administrator to join our team. As a key member of our legal operations team, you will play a critical role in ensuring the smooth operation of our billing and financial processes.

Responsibilities:
  • Invoice Review and Approval: Electronically review and route large volumes of invoices for approval in accordance with Paramount Global Law Department billing guidelines.
  • Invoice Management: Approve, adjust, or reject invoices according to guidelines, and provide guidance to attorneys with inquiries regarding outstanding invoices.
  • Portfolio Management: Manage portfolio to minimize invoice aging by reviewing/reconciling aging reports monthly.
  • Communication and Liaison: Liaise with outside counsel firms, in-house attorneys, and intercompany AP departments to ensure payments have been released timely.
  • Collaboration and Problem-Solving: Communicate with outside counsel in a collaborative style to manage non-compliance with billing guidelines.
  • Accruals and Collections: Collect monthly accruals from outside counsel and follow up with non-compliant firms.
  • Research and Investigation: Research, identify, and investigate open and unresolved items within SAP.
  • Manual Invoice Entry: Assist with processing items outside of the billing system; coordinate manual invoice entry in SAP for payment.
  • Process Improvement: Summarize outcomes, present information, and propose ideas to senior management to identify areas of process improvements and/or increased efficiency.
  • Training and Development: Provide and participate in cross-training within the team as requested.
  • Special Projects: Contribute on special projects, as defined by Legal Billing Manager or Legal Operations Director, which may include preparing ad-hoc reports, system data clean-up, and process updates/changes.
  • Vendor Collaboration: Collaborate with billing system vendor and PTP Vendor to set up Global Business department for law firm onboarding.
  • Data Analysis: Aggregate and manipulate data in Excel to gather outside costs and assist in billing processes.
  • Team Collaboration: Actively participate in team meetings to identify issues, bring clarity to potential issues, and contribute to the team's duties and continual process improvement.
Requirements:
  • Experience: 5+ years of legal billing or relevant e-billing experience.
  • Understanding: Understanding of end-to-end invoice lifecycle (work in progress, invoicing, accounts payable, accounts receivable).
  • Technical Skills: Experience with SAP, ERP Production.
  • Software Skills: Advanced skills in Microsoft Office suite, especially Excel and Outlook.
  • Background: Previous experience in a law firm or professional services organization, supporting a multi-office environment.
  • Soft Skills: Excellent communication skills.
  • Ability: Superior ability to multitask and prioritize workload.
  • Personal Qualities: Self-motivator with a positive, professional disposition, including under pressure.
  • Adaptability: Ability to operate in a fast-paced business environment demonstrated willingness to learn new skills.

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