Role Overview
The Billing and Accounts Payable Coordinator supports the accurate, timely, and efficient delivery of the firm’s billing and accounts payable functions. The position coordinates the billing cycle, prepares and distributes client bills, maintains billing and timekeeper information, processes vendor invoices and payments, reconciles accounts payable records, responds to internal and vendor inquiries, and prepares related reports. The Billing and Accounts Payable Coordinator works collaboratively with the Finance team and other departments to promote accurate financial information, strong internal controls, timely payments, and consistent service standards.
Key Duties & Responsibilities
Billing
- Coordinate the firm’s billing cycle in accordance with established schedules, lawyer instructions, client arrangements, engagement terms, and internal procedures.
- Monitor and review the quality of draft bills prepared by Finance clerks, ensuring that billing work is accurate, complete, consistent, professionally presented, and completed within established timelines.
- Review draft bills for missing or duplicate entries, incorrect rates, unclear narratives, unsupported adjustments, formatting issues, inaccurate client or matter information, and non-compliance with client billing requirements.
- Provide Finance clerks with timely guidance and corrective feedback on billing errors, quality concerns, required revisions, and established billing standards. Escalate recurring or significant issues to the Director of Finance.
- Prepare, revise, and finalise client bills using approved time entries, disbursements, billing rates, retainers, trust information, discounts, write-offs, and lawyer instructions.
- Confirm that bills comply with approved rate arrangements, client billing guidelines, electronic billing requirements, purchase-order requirements, and other matter-specific instructions.
- Incorporate approved lawyer revisions accurately and maintain appropriate documentation for discounts, write-offs, transfers, rate changes, and other billing adjustments.
- Post and distribute approved bills within established timelines, confirming that each bill is complete, correctly addressed, professionally presented, and delivered through the required method.
- Maintain accurate client, matter, timekeeper, billing-rate, billing-frequency, and client-guideline information in Unity and related systems.
- Monitor time and disbursement entries for completeness, accuracy, appropriate matter allocation, and compliance with billing deadlines. Follow up on missing, late, or inconsistent information.
- Monitor work in progress and billing status, identify matters requiring attention, and communicate outstanding requirements to lawyers, Finance clerks, and administrative employees.
- Prepare and quality-check billing, work-in-progress, aged accounts receivable, accounts payable, time-entry, lawyer productivity, and other financial reports before distribution.
- Monitor Unity and related accounting or time-tracking processes for data-quality concerns, processing errors, or system issues, and coordinate their resolution with the appropriate contact.
Training and Continuous Improvement
- Support the onboarding and training of Finance clerks and other employees on billing procedures, Unity, time-entry requirements, client billing guidelines, documentation standards, and quality-control expectations.
- Maintain billing procedures, checklists, and reference materials to promote consistent, accurate, and efficient work across the Finance team.
- Identify recurring billing errors, training needs, documentation gaps, and process concerns, and recommend improvements to the Director of Finance.
Accounts Payable Support
- Provide accounts payable support as needed
- Review vendor invoices and supporting documentation for accuracy, completeness, appropriate coding, proper authorisation, and compliance with firm procedures.
- Process approved vendor invoices, payments, credits, reimbursements, and other accounts payable transactions within established timelines.
- Obtain outstanding approvals, respond to vendor and internal payment inquiries, and resolve invoice, coding, documentation, or payment discrepancies.
- Maintain accurate vendor records, reconcile vendor statements and accounts payable balances, and retain complete supporting documentation.
- Prepare payment schedules, accounts payable reconciliations, expense reports, and other financial information for review by the Director of Finance.
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