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Billing Operations Specialist
2 months ago
Job Overview
At McCarthy Tétrault, we provide dynamic and fulfilling career paths and are proud to be recognized for our commitment to excellence and innovation. Our workplace culture is founded on collaboration, professional integrity, and a spirit of entrepreneurship. We value diversity in all its forms and equip our employees with the resources and opportunities to reach their full potential.
This role is situated in a hybrid work environment.
Key Responsibilities of the Billing Operations Specialist:
- Establishing and nurturing effective relationships with billing attorneys, paralegals, legal support staff, and both internal and external clients.
- Ensuring timely entry of billable hours and coordinating with attorneys and paralegals as necessary. Preparing, reviewing, and printing prebills promptly, whether electronically or physically, in accordance with client billing protocols and firm policies.
- Monitoring and analyzing outstanding Work In Progress (WIP) and following up with legal staff to facilitate timely invoicing. Tracking contingency files, closings, and other significant billing milestones while reporting on their status to the direct supervisor.
- Generating various reports and spreadsheets related to time, billing, and receivables for attorneys and external clients as applicable.
- Issuing invoices as directed by attorneys, adhering to client billing guidelines and firm standards, including narrative adjustments, transfers, splits, and obtaining necessary approvals for fee modifications.
- Ensuring timely dispatch of invoices and supporting documentation to clients via mail, email, or through various e-billing platforms as per firm policies.
- Collaborating with the Finance Department to maintain up-to-date client codes and contract specifications.
- Coordinating with the E-billing Team regarding any rejected invoices during submission processes.
- Completing online status reports and budgets in e-billing systems for various clients in partnership with attorneys and legal assistants.
- Monitoring specific clients and matters under Alternate Fee Arrangements, ensuring appropriate rates and discounts are applied to invoices and keeping billing attorneys informed of status updates.
- Acting as a liaison between legal staff and Finance, addressing accounting or financial inquiries to meet client requirements.
- Handling initial collection inquiries with external clients and escalating billing issues to the billing attorney for further direction. If necessary, reissuing invoices or creating credit notes in line with firm policies.
- Gathering additional information related to special arrangements and assisting the E-billing team to ensure prompt setup for e-billing matters.
- Collaborating with the Billings Team to manage requests and support during peak workload periods.
- Maintaining accurate records of all approvals and directives in compliance with firm standards through appropriate documentation uploads.
- Reviewing and translating narratives to ensure billing accuracy and compliance with language requirements.
Ideal Candidate Profile:
- A post-secondary degree in Accounting or equivalent professional experience.
- A minimum of three years of relevant experience in client service, billing, collections, or accounts receivable, preferably within a professional services environment.
- Familiarity with Aderant Expert or similar accounting software is advantageous.
- Excellent time management skills, with the ability to juggle multiple tasks and work under pressure to meet deadlines.
- Strong analytical and problem-solving abilities.
- Exceptional attention to detail and organizational skills.
- Knowledge of business and legal terminology.
- Ability to demonstrate tact and diplomacy in interactions with clients.
- Willingness to work overtime during peak billing periods.
- Proficient written and verbal communication skills.
- High level of discretion and confidentiality.
Benefits of Joining McCarthy Tétrault:
- Comprehensive benefits from day one, including coverage for insurance premiums and wellness reimbursements.
- Competitive salary, paid overtime, and generous time off, including a volunteer day and a birthday day off.
- Commitment to professional development and growth opportunities for all employees, supported by a culture that encourages open feedback.
- Strong community engagement and a dedication to equity, diversity, and inclusion.
- A collaborative culture that connects legal and business teams through shared goals.
We appreciate the interest of all applicants in McCarthy Tétrault; however, only those selected for further consideration will be contacted. We are committed to providing an inclusive, equitable, and accessible environment. Please inform us if you require accommodations during the recruitment process.
