Legal Billing Coordinator

1 week ago

Ottawa, Ontario, Canada Ontario Teachers' Pension Plan Full time
The opportunity

The Legal Billing Coordinator provides clerical and administrative support to the Corporate Affairs Division under the supervision of OTPP's lawyers and Business Planning management. This role involves processing divisional invoices (legal, tax and compliance) and coordinating with the finance team (accounts payable), investment teams, and external counsel.

Who you'll work with

The successful candidate will report to Senior Manager, Business Planning within Corporate Affairs Division.

What you'll do

  • Independently coordinate and facilitate execution of highly privileged and confidential legal invoices
  • Collaborate closely with finance (accounts payable) during the mid-year and year-end accrual collection from law-firms, ensuring timely and accurate data.
  • Meticulously record invoice details while discretely managing and coordinating sensitive information narratives with discretion
  • Conduct thorough, in-depth reviews of each invoice covering transactional investment work, NDAs, engagement letters, employment, immigration, and litigation matters - ensuring processing as required
  • Diligently capture and record GL codes, matter numbers (Investment Counsel Team, Enterprise Legal Services, and DealCloud) and ensure alignment with up-to-date information from both finance department and Legal
  • Maintain precision in distinguishing direct vs indirect invoices, ensuring all the discounts are appropriately validated and recorded, and addressed to the appropriate entities in various regions
  • Track and manage data related to matters overseen by the legal team using multiple methods of tracking to ensure ongoing accuracy
  • Ensure portfolio registration invoices contain adequate data and allocate to appropriate business cost centres
  • Create various reports for auditors, investment counsel, enterprise legal, executive team, board, Senior Managing Director & Global General Counsel, Investments, Managing Director & Global General Counsel, Enterprise Legal Services, Deputy Chief Legal Officer, and Chief Legal & Corporate Affairs Officer on as needed basis using tools such as Microsoft Dynamics, Power BI and Excel
  • Special projects as assigned by manager
  • Monitor external counsel spend and discounts proactively identifying and reporting any discrepancies to the Investment Counsel, Tax and Enterprise Legal Teams
  • Confidently seek additional information from various levels of external counsel (partners, senior counsel)
  • Prepare and deliver periodic status reports to the Business Planning team providing updates on workload and highlighting any issues or concerns
  • Ensure invoices are processed promptly and efficiently, following up as necessary to avoid delays
  • Effectively manage and prevent late invoice processing, ensuring compliance with timelines
  • Conduct quarterly audits of periodic reports provided by external counsel managing and resolving any discrepancies.
  • Autonomously manage Legal Invoices inbox and daily workload with minimal to no supervision
  • Exercise sound judgment in handling confidential data ensuring appropriate distribution and safeguarding of sensitive information.
  • Responsibly manage process from start to finish maintaining professional conduct and strictly adhering to Teachers' policies and guidelines

What you'll need

  • Bachelor's or college degree
  • 3-5 years of experience in financial or similar industry
  • Intermediate knowledge of accounting principles
  • Excellent Excel skills and strong knowledge of other Microsoft suite skills (Power Point, Word, Power BI, Dynamics 365)
  • Familiarity with FSM system is an asset
  • Intermediate Math skills
  • Knowledge of global currencies and exchange rates
  • Excellent computer and process improvement skills

What we're offering

  • Pay-for-performance environment that offers competitive salary and incentive
  • Numerous opportunities for professional growth and development
  • Comprehensive employer paid benefits coverage
  • Retirement income through a defined benefit pension plan
  • The opportunity to invest back into the fund through our Deferred Incentive Program
  • A flexible/hybrid work environment combining in office collaboration and remote working
  • Competitive time off
  • Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
  • Employee discount programs including Edvantage and Perkopolis

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

How to apply

Are you ready to pursue new challenges and take your career to the next level? Apply today You may be invited to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request (peopleandculture@otpp.com) for candidates with a disability taking part in the recruitment process and once hired.

Candidates must be legally entitled to work in the country where this role is located.

The privacy of your personal information is important to us. Please visit our Privacy Centre to learn how we handle your personal information.

Functional Areas:

Legal & Corporate Affairs

Requisition ID:

6310

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