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Billings and Collections Specialist

4 months ago

Toronto, Ontario, Canada McCarthy Tetrault Full time

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada's Top 100 Employers and one of Canada's Best Diversity Employers. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position is based out of Toronto. McCarthy Tétrault employees benefit from a hybrid work environment.

As a Billings and Collections Specialist, you will be:

  • Building and maintaining effective working relationships with billing lawyers, paralegals, legal assistants and external clients, and responding to any queries regarding the billing and collections process.
  • Ensuring time is entered by set deadlines and following up with lawyers and paralegals where necessary. Preparing, printing and reviewing of prebills in a timely manner, monthly, quarterly or on request, including any necessary follow up with others in the Firm and revising according to client billing guidelines and Firm standards and policies.
  • Preparing invoices and forwarding to Lawyers, Clients as required. If necessary, ensuring supporting documents are forwarded to client in a timely manner.
  • Creating PDF, delimited or XML file invoices for e-billing clients, based on such client's requirements. Liaising with E-billing Team with respect to any rejected invoices during e-billing submissions.
  • Completing online status reports and budgets in e-billing systems for various clients in coordination with lawyers and legal assistants.
  • Monitoring and reviewing of outstanding WIP (Work In Progress) and following up with lawyers and paralegals to ensure timely billing. Tracking contingency files, closings and other milestone billing arrangements and reporting on status of such files to Manager/Director, Finance Operations, including requirement for WIP provisions.
  • Collecting outstanding/aged accounts receivable within the prescribed protocol/ procedure in a timely and professional manner by phone, letter and email; using the Expert Collection module in the Aderant system.
  • Developing a weekly collection strategy/plan to expedite payment or resolution for overdue accounts in concert with the Billing Lawyers, Legal Assistants, and/or Client for accounts that present high exposure.
  • Escalating accounts through Senior Management, as deemed necessary for follow-up. Facilitating and preparing supporting documentation for the remedy requested/recommended for accounts which present credit risk/loss through insolvency procedures, service suspension, third party collection or taxation.
  • Monitoring credit performance and ensuring the client operates and maintains the account within the terms and conditions of agreement, as applicable..
  • Coordinating, investigating and resolving payment/account discrepancies to include: short payment, over payments, unapplied cash, and misapplication, posting errors, payment analysis/support documentation in the event of request or dispute.
  • Preparing and reporting WIP/AR Exposure reports to the assigned Billing Lawyers in each respective portfolio. Preparing various reports and spreadsheets related to time, billing, receivables, etc. for lawyers/paralegals and/or external clients where applicable.
  • Serving as the central contact/liaison for the financial needs of a client's account. Performing complex account reconciliations with a view to resolution of a full range of possible issues/challenges.
  • Acting as liaison between Lawyers/LA's and Finance, providing assistance re accounting or financial queries to ensure client needs are met.

As our ideal candidate, you will distinguish yourself by the following profile:

  • Post-secondary education in a related field.
  • 3 to 5 years of related experience, including client service, billing, collections and\or accounts receivable, preferably in a professional services firm.
  • Familiarity with Aderant Expert or a similar accounting system would be an asset.
  • Certification from the Credit Institute of Canada would be an asset.
  • Offering superior client attentiveness by making every effort to respond and assist clients in a timely, efficient and professional manner.
  • Building and strengthening working relationships with billing lawyers, Billing Analysts, Legal Assistants, Finance team members and supporting team initiatives.
  • Strong time management skills, ability to handle multiple tasks, set schedules and work under pressure to meet deadlines.
  • Analytical and problem solving skills.
  • Flexibility to work overtime during peak billing periods.
  • High level of discretion and confidentiality.

As a member of the McCarthy team, you will have access to:

  • Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
  • Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
  • A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
  • Strong community involvement and a commitment to equity, diversity and inclusion.
  • A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.