Billing Coordinator - Ropes & Gray LLP

About Ropes & Gray:

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms.

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 Billing Coordinator is responsible for all aspects of billing for an assigned group of lawyers and clients.  The Billing Coordinator is expected to be able to serve as a resource for Billing Responsible Attorneys and their secretaries on all aspects of inventory management.

Responsibilities:

1. Maintain a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring:
• Invoices are issued timely and accurately, inclusive of client terms and discounts
• Best practices are used to create, present and distribute pro formas and client invoices
• Compliance with firm and outside counsel guidelines is maintained
• E-invoices are submitted on a timely basis with all necessary supporting documentation
• Revisions to invoices are addressed and resolved on a timely basis.
2. Manage the unbilled inventory for an assigned group of lawyers:
• Ensure consistent and regular communication with lawyers regarding aged balances
  Leverage secretaries and firm management to escalate problem accounts
• Make recommendations for write-offs of aged or disputed balances where appropriate
3. Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables  and unapplied cash
4. Communicate firm policies and guidelines to lawyers and clients as appropriate
5. Support client and partner requests for accrual information
6. Produce and distribute standard unbilled proformas which recap client/matter time and disbursements
7. Analyze short paid invoices and determine the correct course of action to resolve
8. Utilize firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards
9. Assist with the application of unidentified cash receipts, ensuring prompt resolution;
10. Assist timekeepers and secretaries with diary entry issues and transfers between matters.
11. Ensure that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition;
12. Maintain documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection;
13. Provide audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances. 

Qualifications:

• Bachelor’s degree preferred
• Strong analytical and critical thinking skills
• A minimum of two years experience in a professional services environment using time and billing software such as 3E, Elite or Aderant
• Must be a team player with strong interpersonal skills
• Possess a high degree of confidence and professional maturity and demonstrate excellent oral and written communication skills
• Superior customer service and a demonstrated ability to work in challenging and dynamic environment
• Self-directed with a strong work ethic; capable of working independently with limited supervision
• Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines is required

Compensation 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 listed below in alpha order and 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.

 

New York, NY and Los Angeles, CA - $65,500 - $95,000

San Francisco and Silicon Valley - $69,000 - $100,000

Boston, Chicago and Washington D.C. - $ 62,500 - $91,000

 

Working Conditions:

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.