Legal Collections & Billing Specialist Supervisor at 13 Coins Holdings

Sacramento, California, United States -

Full Time

Start Date

Immediate

Expiry Date

12 Aug, 26

Salary

0.0

Posted On

14 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Legal Billing, Collections, Accounts Receivable, Demand Letter Drafting, Payment Plan Negotiation, AR Reporting, Small Claims Procedures, PracticePanther, FileVine, FDCPA Compliance, California Rosenthal Act, Payment Dispute Resolution, Trust Accounting, Microsoft Office Suite, Client Communication, Account Reconciliation

Industry

Description

Job description: The Legal Collections & Billing Specialist is responsible for managing the full lifecycle of outstanding client accounts following service termination or client separation. This role works directly within the Billing Department and plays a critical part in protecting the firm's revenue while maintaining compliance with California Rules of Professional Conduct and applicable collections laws. This is a non-attorney role that requires strong communication skills, sound judgment, and thorough understanding of legal billing operations. Key Responsibilities * Draft and send formal final demand letters with itemized invoices to clients with outstanding balances * Conduct professional outbound collection calls and written follow-up communications * Negotiate and execute written payment plan agreements for clients unable to pay in full * Track and manage aging AR reports; escalate accounts appropriately based on balance and responsiveness * Prepare documentation for small claims court filings (California — balances under $12,500) * Coordinate with supervising attorney on civil suit referrals, attorney lien matters, and quantum meruit cases * Manage third-party collections agency referrals including account documentation and handoff * Maintain accurate records of all collections activity in PracticePanther and FileVine * Process and respond to payment disputes and chargebacks through PantherPayments and LawPay * Ensure all collections activity complies with the FDCPA, California Rosenthal Act, and applicable Rules of Professional Conduct * Reconcile client accounts and generate final invoices upon case closure or client termination * Collaborate with the Billing Manager on escalations, strategy, and reporting Required Qualifications * Minimum 2–3 years of experience in legal billing, collections, or accounts receivable — law firm experience strongly preferred * Familiarity with legal billing platforms such as PracticePanther, FileVine, Clio, or similar * Working knowledge of California small claims procedures and civil collections enforcement tools (liens, wage garnishment, bank levies) * Strong written and verbal communication skills; ability to communicate firmly and professionally with former clients * Understanding of attorney-client confidentiality obligations and professional responsibility rules * Proficiency with Microsoft Office Suite (Word, Excel, Outlook) * Highly organized with the ability to manage a large portfolio of accounts simultaneously Preferred Qualifications * Paralegal certificate or associate's/bachelor's degree in a related field * Experience processing chargebacks and payment disputes through legal payment processors * Prior experience drafting demand letters or pre-litigation correspondence * Exposure to trust accounting principles and earned vs. unearned fee distinctions * Bilingual (English/Spanish) a plus Core Competencies * Persistent and results-driven — able to follow through on collections activity without prompting * Professional and composed — maintains a calm, respectful tone even with difficult or unresponsive former clients * Discreet — handles sensitive financial and case information with strict confidentiality * Detail-oriented — accurately manages invoicing, reconciliation, and documentation * Ethically grounded — understands and respects the boundaries of collections activity in a legal setting Benefits: * 401(k) * Health insurance * Paid sick time Work Location: In person

Responsibilities

Manage the full lifecycle of outstanding client accounts and protect firm revenue through professional collections and payment negotiations. Ensure all activities comply with California Rules of Professional Conduct and applicable collections laws.