Client Billing Specialist

K&L Gates is a globally integrated law firm with more than 40 offices across five continents. Known for its significant growth and high industry recognition, K&L Gates is committed to innovation, diversity, and a strong entrepreneurial spirit. The firm strives to guide clients through complex issues across various sectors, with a focus on collaboration and creating lasting legacies within the firm and the community.

Key Responsibilities:

• Oversee the billing process, including auditing, reviewing, editing, preparing, and submitting invoices accurately and on time, following firm and client guidelines.
• Ensure that matters are set up correctly in the accounting system, verifying rates, AFAs, billing notes, and instructions.
• Audit time and disbursements to ensure they follow the proper format, rates, and guidelines.
• Coordinate with billing departments for joint billings, reconciling final invoices to the accounting system, and verifying supporting documents.
• Submit electronic invoices to clients through their designated e-billing systems, managing rejections, short pays, and errors by working with lawyers and clients to resolve issues.
• Handle timekeeper approval processes, audit and enter vendor invoices, and follow write-off approval protocols.
• Track and manage e-billed invoice status, following up on rejected and short-paid invoices.

Client and Vendor Communication:

• Maintain client relationships, including responding to inquiries related to time, disbursements, invoices, and e-billing issues.
• Assist with collections and provide reports to clients based on their specific invoicing needs.
• Review and reconcile invoices to ensure they meet billing guidelines and client requirements.

Additional Duties:

• Prepare ad hoc reports and maintain client reports and databases.
• Evaluate opportunities to improve billing efficiency and effectiveness.
• Collaborate with various teams across the firm to ensure accurate and timely billing and compliance with client-specific requirements.

Required Qualifications:

• Education: Associate’s Degree or at least 2 years of legal billing experience.
• Skills:
  • Proficiency in Microsoft Excel, including pivot tables and filters.
  • Strong attention to detail with the ability to handle a high volume of work and produce high-quality results.
  • Ability to manage multiple priorities and meet deadlines while maintaining accuracy.
  • Excellent communication skills and the ability to interact with diverse personalities.
  • Strong organizational, analytical, and problem-solving skills.
  • Ability to maintain confidentiality and adapt to new assignments in a fast-paced work environment.

Benefits:

• Healthcare: Medical, dental, vision, and wellness programs.
• Disability & Life Insurance: Short- and long-term disability protection, life insurance.
• Paid Time Off: 20 days of paid time off in the first 4 years (25 days after 5 years), plus paid holidays and parental leave.
• Family Benefits: Parental leave, family building benefits, and back-up child/elder care.
• Professional Development: CLE credit opportunities, employee assistance program, and student loan refinancing options.