Billing Manager - Avata Partners (a Division of ZOE Holding)

Avata Partners is seeking an experienced billing manager to join our clients innovated team in their Oakland office. The billing manager will be responsible for managing the firm’s billing operations by ensuring all bills are prepared accurately and delivered to clients in a timely basis. The billing manager is responsible for supervising a team of billing coordinators, ensuring they receive appropriate training, follow firm policies and procedures and provide guidance when needed. This position will also perform some billing duties

DUTIES AND RESPONSIBILITIES

• Manage and develop the firm’s billing coordinators which includes but is not limited to training, assignment of work, evaluating performance, hiring, discipline, and termination.
• Ensure all time is entered and released by timekeepers according to the monthly schedule
• Manage billing workflow including timely prebill distribution by billing coordinators; ensure all billing attorneys return edited prebills according to monthly schedule
• Responsible for ensuring final bills are delivered to clients and posted in a timely fashion.
• Set up and maintain all third-party billing accounts and ensure all third-party platform billing guidelines are communicated to the billing team, attorneys and paralegal stakeholders and ensure compliance.
• Manage appeal process of rejected invoices when dealing with third-party billing accounts and inform all stakeholders. Ensure the firm’s billing software (LMS) is properly configured for third-party accounts.
• Ensure all client inquiries are responded to within 2-4 hours.
• Review and address any changes to client data management processes, consulting with relevant departments or individuals as needed Collaborate with various stakeholders to address client requests for discounts, write-offs, or invoice discrepancies.
• Ensure that firm policies are being enforced regarding fee and cost write-ups, write-downs, write-offs, flat fee bills, and any other non-standard bills.
• Ensure that funds held in trust are applied properly.
• Coordinate back-up support for client matter intakes.
• Oversee annual billing rate increase project and update billing software before year-end.
• Review WIP monthly to ensure all fees and costs are being billed in a timely manner.
• Provide LMS time entry and billing training for all new attorneys and paralegals.
• Manage billing ticketing system; assign tasks, and ensure timely responses to clients, firm employees and partners.
• Perform other functions as assigned.

EDUCATION

• Bachelor’s Degree in Accounting, Finance, and Business, desired.

KNOWLEDGE, SKILLS AND ABILITIES

• 5+ years of billing management experience in a law firm
• Demonstrated experience as a manager of a team with a track record of improved performance.
• Extensive experience of law firm billing/accounting system software such as Elite, Aderant, LMS.
• Demonstrated ability to maintain high ethical standards and strict confidentiality. Excellent analytical skills with meticulous attention to detail.
• Results driven with the ability to set and meet priorities within firm expectations.
• Strong project management skills.
• Excellent problem-solving skills.
• Excellent verbal and written communication skills.
• Interpersonal skills necessary to communicate via email, in person or by telephone with a diverse group of attorneys, staff and vendors to provide information with courtesy and tact.
• Commitment to excellent quality of work, customer service and teamwork.
• Must be able to work under pressure and meet deadlines.
• Ability to work independently and carry out assignments within the parameters given.
• Work extended hours as needed.
• Work on-site on a regular, punctual, and reliable schedule in our Oakland office, with regular visits to our Walnut Creek office.
• Computer skills in MS Office/Office 365, including Teams, Document Management and PDF programs.

Salary range: $125,000 to $140,000.