Financial Services Coordinator

7 days ago

Toronto, Ontario, Canada Mc Carthy Tetrault Full time
About the Role

We are seeking a highly skilled Billing Analyst to join our team at McCarthy Tétrault. As a key member of our financial operations team, you will play a critical role in ensuring the timely and accurate billing of our clients.

Key Responsibilities
  • Build and maintain effective working relationships with billing lawyers, paralegals, legal assistants, external and internal clients, and management.
  • Ensure time is entered by set deadlines and follow up with lawyers and paralegals where necessary.
  • Prepare, print, and review prebills (electronically or physically) 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.
  • Monitor and review outstanding WIP (Work In Progress) and follow up with lawyers and paralegals to ensure timely billing.
  • Track contingency files, closings, and other milestone billing arrangements and report on the status of such files to direct supervisor, including requirements for WIP provisions.
  • Prepare various reports and spreadsheets related to time, billing, receivables, etc. for lawyers/paralegals and/or external clients where applicable.
  • Issue invoices as instructed by lawyers and in accordance with client billing guidelines and Firm standards and policies, including narrative edits, transfers, splits, obtaining approval for and applying fee adjustments, creating PDF, delimited, or XML file invoices for e-billing clients, based on such client's requirements.
  • Ensure invoices and supporting documents are forwarded to clients in a timely manner, by mail, email, or uploading through or into various e-billing sites/e-billing platforms as per the Firm's standards and policies.
  • Liaise with the Finance Department to ensure client codes and contract specifications are up-to-date and procedures are followed.
  • Liaise with the E-billing Team with respect to any rejected invoices during e-billing submissions.
  • Complete online status reports and budgets in e-billing systems for various clients in coordination with lawyers and legal assistants.
  • Act as a monitor for specific clients and/or matters when Alternate Fee Arrangements are in place, ensuring that special rates and discounts are applied to each invoice, monitoring thresholds and other milestones, and updating billing lawyer on status.
  • Act as a liaison between lawyers/LA's and Finance, providing assistance with accounting or financial queries to ensure client needs are met.
  • Responsible for initial collection inquiry with external clients, escalating billing concerns/issues to billing lawyer for direction on next steps, when necessary, cancelling and re-issuing invoices or creating credit notes in accordance with Firm policies, and if applicable, forwarding problematic client collections to the Collection Department for follow-up.
  • Obtain additional information relating to special arrangements and/or information required for setup for e-billing matters, and assist the E-billing team to ensure matters are set up promptly.
  • Liaise with the Billing Team to manage requests sent to the team inbox and support the team with workload during high production times and absences on the team.
  • Maintain accurate and up-to-date records of all approvals and directions as per the Firm's standards and policies via uploading necessary documentation into appropriate databases.
About You

We are looking for a highly skilled and experienced Billing Analyst to join our team. The ideal candidate will have:

  • Post-secondary education in Accounting or equivalent work experience.
  • Minimum of 3 years of related experience, including client service, billing, collections, and/or accounts receivable, preferably in a professional services firm.
  • Familiarity/experience with Aderant Expert or a similar accounting system would be an asset.
  • Analytical and problem-solving skills.
  • Knowledge of business and legal terminology.
  • Capacity to demonstrate tact and diplomacy when dealing with internal and external clients.
  • Flexibility to work overtime during peak billing periods (including but not limited to month-end, quarter-end, year-end, etc.).
About Us

McCarthy Tétrault is a leading Canadian law firm that offers a collaborative and cohesive culture that connects lawyers and business teams through collective purpose. We are committed to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.

We offer outstanding benefits from day one, including insurance premiums paid by the Firm, competitive compensation, and a commitment to equity, diversity, and inclusion. If you are a motivated and experienced Billing Analyst looking for a new challenge, we encourage you to apply for this exciting opportunity.

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