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Job ID: 5205
Updated: Nov 7, 2019
Location: San Francisco, CA, United States
About Kirkland & Ellis
Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms. Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.
Essential Job Functions
The Senior Billing Coordinator serves as the primary billing contact for assigned Partners/clients, and is accountable for ensuring that all billing transactions are processed accurately and timely, in accordance with client and Firm policies.
Individuals in this key role are expected to exhibit strong customer service and interpersonal skills/judgment in communications with attorneys, staff, vendors, and clients of the Firm, including safeguarding the confidentiality of client and Firm information.
Billing Coordinators are responsible for the active administration of all facets of the billing and collection function. Responsibilities include accurately and timely preparation and management of client invoices, working with the Partners to monitor the status of open matters, and active follow-up on outstanding receivables. The individual must be able to meet tight deadlines and work overtime as periodically required.
ESSENTIAL JOB FUNCTIONS
Process billing transactions accurately and timely for assigned Partners and clients
Monitor the aging of unbilled fees for assigned Partners/clients
Monitor outstanding accounts receivable, unapplied funds and collection efforts
Meet with Partners to discuss monthly billing, outstanding invoices and strategy for collections
Handle special projects and provide financial data and analysis, as needed/requested
Generate Billing Information Memos for assigned Partners/clients at the beginning of each month, after the time entry deadline:
Review Billing Information Memos for misallocated time and ensure time entries are in accordance with client policy
Communicate new/changes in client policies to timekeepers
Prepare and provide monthly estimates/accruals to clients and provide monthly analyses for actual vs. estimates to Partners
Knowledge and application of specific billing requirements of assigned clients
Prepare billing packages for each assigned Partner/client (drafting cover letters, invoices)
Edit draft invoices based on Partner mark-ups, which can include:
Write-offs (in accordance with firm policies/procedures)
Time/cost transfers; researching the appropriateness of where entries should be billed
Edit time entry narratives (additions, corrections, deletions)
Verify client specific rate accommodations and if necessary, apply approved discounts to the face of the invoices; track volume billing requirements based on thresholds reached.
Assemble supporting documentation to be included with final invoices based on client billing requirements
Generate billing variance reports and write-off reports; obtain appropriate write-off approvals based on firm established policies/thresholds
Prepare electronic invoices in LEDES or other prescribed formats; submit electronic invoices to clients via their designated electronic billing system and verify successful submissions
Establish working relationships with e-billing site vendors; ensure all timekeepers and rates are up-to-date on the sites; submit timekeepers and rates for approval as needed.
Ensure three way communication between e-billing site, client and the Firm
Monitor the status of submitted bills, identify issues and work to address rejections and reductions as they arise
Monitor accounts receivable:
Proactively follow-up with Partners and clients
Collaborate with Billing and Collection Committee members and/or Financial Managers to coordinate billing and collection efforts
Provide assistance to Partners and clients regarding outstanding and/or short paid invoices
Proactively monitor unapplied cash for closing deals and provide analyses to Partners on cash status
Prepare and maintain status updates in Firm’s collection database
Mentor entry level and mid-level billing coordinators; lead by example and provide training and guidance in conjunction with the Billing Supervisor
Communicate/alert the Associate Director Billing Services regarding billing and collection status and potential issues
Qualifications & Requirements
How to Apply
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Equal Employment Opportunity
All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.
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