Billing Coordinator

Billing Coordinator

Reports To: Accounting Manager

Carr Maloney P.C. | Washington, D.C.

Position Summary

Carr Maloney P.C. is seeking an experienced and detail-oriented Billing Specialist to support the Firm’s billing and financial operations. The Billing Specialist will be responsible for managing the preparation, reviewing, and processing of client invoices while working closely with attorneys, clients, and Firm administration to ensure timely and accurate billing.

The ideal candidate will have experience with legal billing, strong attention to detail, and the ability to manage multiple billing deadlines in a fast-paced professional services environment. This position requires excellent organizational and communication skills, discretion when handling confidential financial information, and a commitment to providing responsive service to attorneys and clients.

Key Responsibilities

• Manage the monthly billing cycle from pre-bill preparation through final invoice processing and distribution.
• Prepare, edit, and finalize client invoices in accordance with attorney instructions and client billing requirements.
• Review time entries, expenses, billing rates, and other invoice information for accuracy and completeness.
• Work directly with attorneys to address billing questions, corrections, write-offs, transfers, and other billing adjustments.
• Maintain and update client and matter billing information, including billing rates, client guidelines, and special billing arrangements.
• Prepare and submit electronic invoices through client e-billing platforms and troubleshoot invoice rejections or submission issues.
• Monitor outstanding or rejected invoices and assist with timely resolution.
• Respond to billing inquiries from attorneys, clients, and Firm management in a professional and timely manner.
• Assist with new matter setup and ensure billing requirements are accurately reflected in the Firm's billing system.
• Generate billing, accounts receivable, and other financial reports as requested.
• Assist with account reconciliation and follow-up on billing discrepancies.
• Maintain accurate and organized billing records and documentation.
• Collaborate with Firm administration and other departments to support efficient billing and financial processes.
• Assist with special projects and other accounting or administrative responsibilities as needed.

Qualifications

• Associate’s degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent relevant experience will be considered.
• Prior billing experience required; experience in a law firm or other professional services environment strongly preferred.
• Experience with legal billing, accounting and electronic billing platforms preferred.
• Strong proficiency with Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
• Strong mathematical, analytical, and problem-solving skills.
• Exceptional attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet recurring monthly deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively and professionally with attorneys, clients, and staff at all levels of the organization.
• Ability to exercise discretion and maintain confidentiality when handling sensitive client and financial information.

Preferred Experience

• 3+ years of billing experience, preferably within a law firm.
• Experience handling attorney pre-bills and following monthly billing cycles.
• Experience with client e-billing platforms and outside counsel billing guidelines.
• Experience with accounts receivable reporting and billing reconciliation.

Equal Employment Opportunity

Carr Maloney, PC is committed to a diverse and inclusive workplace. It is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. For individuals with disabilities who would like to request an accommodation, please contact [email protected].

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical Setting:

• Office

Work Location: Hybrid remote in Washington, DC 20006