E-Billing Supervisor - 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 E-Billing Supervisor plays a critical role in the revenue cycle of the firm and is responsible for overseeing all electronic billing.  The supervisor ensures that the e-billing staff are managing the clients assigned to them; that all clients and vendors are setup correctly; and that issues with e-billed invoices are addressed promptly. Emphasis will be placed on reporting various metrics out of the e-billing software, implementing best practices, and closely overseeing the e-billing function. Additionally, the e-billing supervisor may have some portion of e-billed clients assigned to them directly.

Responsibilities:

1. Supervises the e-billing team in one or more offices:
   • Ensures that e-billing workloads are appropriately balanced,
   • Identifies areas for additional training to ensure that skill levels are uniformly excellent across the group,
   • Ensures that team members follow established workflow processes including monitoring of submitted invoices, submission of timekeeper rates, and new client setups,
   • Provides assistance to team members with issues that are escalated,
   • Actively participates in interviewing and training new e-billing staff as needed,
   • Provides consistent and timely feedback to staff and conducts annual performance evaluations,
   • Works with Billing and E-Billing to develop processes for all phase of the e-billing cycle,
   • Oversees the rates renewal process and working with the Pricing team to ensure the team receives timely and accurate rate cards for client submission and approval,
   • Oversees the monthly new timekeeper rate process to ensure the team receives timely and accurate rates for client submission and approval,
   • Assignment of clients to E-Biller in 3E, eBillingHub and Vendor site setups,
   • Continuously monitors work done by the team to ensure that setup process is progressing on schedule,
   • Works with the New Client Intake group to confirm client Guidelines are align with the firm’s competencies before accepting them on behalf of the firm.

1. Ensures that reduced and rejected invoices are attended to on a timely basis:
   • Diligently reviews status’s of submitted e-bills,
   • Determines next step for reduced and rejected invoices,
   • Notifies billing supervisors of invoices to be resubmitted and appealed,
   • Monitors progress of invoices to be resubmitted and escalates when necessary.

1. Actively supports the e-billing process by working on a subset of the most complex submissions/clients each month:
   • Proactively monitors assigned clients/matters for new timekeepers and submits for approval,
   • Proactively monitors assigned clients/matters for new matters and seeks clients’ corporate id’s.

1. Works with the Director of Revenue – Support to develop standard processes and procedures for all phases of the e-billing cycle; documents all processes and updates as dictated by changing circumstances.
2. Oversees the e-billing client intake process and ensures all related attorneys and staff are aware and that all systems are set-up correctly.
3. Proactively makes recommendations and implements internal process improvements to maximize productivity and workflow in all aspects of the e-billing function.
4. Extracts data from the various e-billing systems to provide activity based metrics.
5. Works with eBillingHub to ensure we recognize full utilization of the software.

OTHER RESPONSIBILITIES:

• Participates in firm-wide and departmental projects and initiatives,
• Performs other duties as assigned,
• Occasional travel to other offices may be necessary.

Qualifications:

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Minimum of three years of experience supervising all or a portion of the e-billing function in a professional services environment,
• Minimum of two years experience with various electronic billing systems and vendor requirements; experience with eBillingHub software is preferred,
• Demonstrates exemplary customer service and excellent verbal, written, leadership, and interpersonal skills,
• Bachelor’s degree in business, accounting or finance preferred,
• Experience with professional services time and billing software such as 3E (or Aderant),
• Demonstrated proficiency with MS Excel spreadsheets, including advanced features such as pivot tables, charts and graphs and formulas.

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 $86,500 - $131,000 (Boston, Washington D.C., Chicago), and $91,000 - $137,000 (New York), 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:

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.