Accounts Receivable Assistant - NovaLaw

Introduction to Company 

NovaLaw is a support organization, professionally running the back-office operations of a tech-enabled, highly selective, global law firm consistently recognized for its excellence, innovation, and teamwork throughout its 45 offices in 14 countries and five continents. This disruptive business model has widely become known amongst the most innovative in the legal industry prioritizing collaboration, dynamic innovation, consistent excellence, agility, and efficiency. These core principles provide our firm with an insightful understanding of how we can continue to push our growth year over year.  

Position Summary 

Our Accounts Receivable team handles all deposit and payment postings, any trust-related transactions and client collections. This position will be assisting the A/R manager, A/R specialist and collections specialist as needed. Primary responsibility will be to manage the A/R inbox, handle general incoming requests, and assign tasks accordingly. Requests include but are not limited to payment inquiries from clients, staff and attorneys, balance reconciliations, posting payments, following up on collections. Expected to exercise discretion and independent judgment in decision-making in the best way to meet the needs of the firm, department, attorneys and our clients. This position reports to the Accounts Receivable Manager.  

Essential Functions & Responsibilities 

• Support the Accounts Receivable team by answering general inbox requests:
• Assist attorneys, staff, and clients with checking on payment statuses via e-check, ACH/wire, check, or credit card.
• Complete vendor onboarding forms from clients, including providing W9 and other applicable documentation requested.
• Basic understanding of trusts to be able to assist with the transfer of trust funds as needed, and as needed, to notify clients and attorneys of trust balances and payment allocations.
• Any other general inbox requests.
• Assist A/R specialist with posting payments, across any or all payment platforms.
• Assist collection specialist in contacting clients with overdue accounts to attempt to collect the overdue amounts.
• Use resources and tools to locate clients who have not responded or have invalid contact information.
• Research account disputes and billing discrepancies and resolve or escalate issues as needed.
• Effectively communicate and support the Accounts Receivable team regarding applications of payments received.  Assist the Accounts Receivable team with communication to attorney(s), staff, and/or client(s) regarding trust payments and payments received.
• Daily collaboration with A/R team, Billing, Conflicts and Accounting departments.
• Assist team with any other general tasks as needed.
  
  

 Essential Capabilities 

• Experience with Bill4Time, or other billing software, and/or QuickBooks a plus.
• Excellent verbal and written communication, organizational and time management skills, including providing excellent client service via emails and on phone to clients, staff and attorneys.
• Proficient in Microsoft Office Suite, especially Teams, Outlook, Word and Excel.
•  Fluent in Spanish is preferred
• Pacific time zone business hours preferred. 
  
  

 Education

• Bachelor’s degree in accounting, finance, or business and/or 2 years of billing and/or collection experience preferably with a law firm.

Equal Employment Opportunity  

NovaLaw, Inc. is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant, or an employee based on race, color, ancestry, national origin, citizenship, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, marital status, or any other legally recognized protected class under federal, state, or local law.  

The information that you provide in this application will be used solely to determine suitability for employment, verify identity, and maintain statistics on applicants.  

Accommodation for Applicants with Disabilities  

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on Rimon Law.  If you have a disability or special need and need assistance participating in the application process, please let us know.   

E-Verify 

This employer participates in E-Verify and will provide the federal government with your form I-9 information to confirm you are authorized to work in the U.S.