Senior Billing & Collections Specialist

Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do.

Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer.

This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers.

The Senior Billing & Collections Specialist is responsible for coordinating the WIP Management, Billing & Collections for a group of Partners. They will be subject matter experts in one or more additional areas of Billing & Collections such as eBilling Set-up & Administration, Special Billing Arrangement/Rate Set-up/Management and/or Matter/Client Billing Set-up/Compliance. The individual will possess confidence in their ability to deal effectively with staff at all levels, be flexible in their approach and have a strong attention to detail. 

What you will do: 

Invoice Preparation 

·         Order, prepare, and distribute prebills; 

·         Monthly meeting to review needed prebill edits with the partner directly; 

·         Prepare accurate and timely accounts receivable client charts; 

·         Prepare, produce, and finalize invoices; 

·         Direct contact with billing partner and finance management to resolve all billing and collections related issues; 

·         Reprint posted invoices and provide copies as necessary; 

·         Produce ad hoc reports as requested. 

Client/Attorney Requirements      

·         Attend regular meetings with the partner to discuss their billing requirements, WIP and AR; 

·         Responsible for providing the partner with regular billing and collections related status reports; 

·         Liaise with partner and clients on the collection of unpaid fees; 

·         Responsible for maintaining the current “deal” forecast updating regularly with estimated deal closings dates and fee estimates; 

·         Responsible for monitoring and managing partner trust balances; 

·         Assist with preparing client and/or attorney analyses as needed; 

·         Responsible for client audit report preparation; 

·         Maintain client/matter maintenance information; 

·         Assist with related file closing and write-offs. 

Collections 

·         Send regular AR updates to Partner and collaborate with them to enable collection on past due receivables; 

·         Highlight problem debts or slow paying client and escalate as appropriate; 

·         Resourceful in developing alternative solutions and meeting deadlines in a real time, fast paced environment; 

·         Direct contact with clients regarding past-due accounts and invoices as requested by the respective billing attorney; 

·         Monitor payment arrangements to ensure compliance with payment terms; 

·         Generate and distribute monthly Client Reminder Statements to ensure that the statements are sent to clients in a timely manner; 

·         Research and monitor unapplied payments; responsible for supporting client refund process when applicable; 

·         Assist with providing back-up for client audit letter responses as necessary. 

eBilling Set-up & Administration 

Special Billing Arrangement/Rate Set-up & Management 

Matter/Client Billing Set-up/Compliance 

New Business Intake Compliance 

·         Assign bill groups to new matters; 

·         Create bill groups for new clients and matters; 

·         Governance/Compliance checks (MBA, Contacts, Addresses); 

·         Create bill groups to separate matters per client instructions (Generally patent matters). 

Ongoing Client & Matter maintenance 

·         Reopen client and matter numbers; 

·         Change designations (CRA, MRA, MBA, RES); 

·         Change legal service and industry codes; 

·         Change contact names and addresses (update any outstanding prebills); 

·         Bill group creations and matter consolidations; 

·         Create split payor invoices, including setting up payors that are not clients and creating the bill groups. 

Who you are: 

·         5+ years of experience working in professional services and a billing environment, law firm billing experience preferred; 

·         Experience with Financial/Billing software, “Aderant Expert” preferred; 

·         Knowledge of “Chrome River” expense and accounts payable software preferred but not essential; 

·         Ability to adhere to and apply billing & collection department policies and procedures; 

·         Ability to communicate with all levels of the firm professionally and tactfully; 

·         Ability to provide a high level of customer service in a fast paced environment; 

·         Ability to handle a high volume of tasks while maintaining attention to detail and prioritizing as necessary; 

·         Proficiency in MS Office. Strong knowledge of Excel preferred.