V107C - Legal Billing Administrator

Overview

This role supports accurate and timely management of billing, accounts receivable, payment processing, and collections activities. You will review timekeeping records, prepare invoices, monitor payments and retainers, and follow up on outstanding balances with professionalism and discretion.

Responsibilities

• Monitor client retainers, installment schedules, payment arrangements, and outstanding balances; provide timely follow up when payments or replenishments are due.
• Manage the billing cycle, including preparing pre-bills, processing approved adjustments, generating final invoices and statements, and maintaining accurate billing records.
• Review timekeeping and billing records for accuracy and completeness; follow up with attorneys and staff to resolve missing entries, discrepancies, or documentation issues.
• Coordinate with attorneys and internal team members regarding nonpayment concerns, recurring billing issues, and accounts requiring escalation, while following established procedures and professional boundaries.
• Maintain accurate billing and collections records; update cash flow forecasts; prepare accounts receivable, collections, and payment reports to support financial oversight.
• Respond to client billing inquiries and clearly explain invoices, payment status, retainers, and payment processes; escalate disputes, exceptions, or matters requiring legal judgment.
• Process and reconcile client payments to ensure transactions are applied to the correct accounts; investigate missing, delayed, or incorrectly recorded payments.
• Support routine accounts receivable and collections activities, including contacting clients for overdue balances, tracking collection efforts, monitoring aging accounts, and escalating accounts requiring additional action.

Requirements

• 2 years of experience in an administrative, billing, accounting support, or assistant role within a professional services environment
• Experience with billing, invoice preparation, payment tracking, accounts receivable, or collections
• Strong written and verbal English communication skills, including professional business writing, grammar, and proofreading
• Proficiency with Microsoft Office, particularly Outlook and Excel or comparable spreadsheet applications
• Comfortable working with billing, accounting, case management, CRM, or practice management systems
• Ability to handle confidential client and financial information with discretion
• Ability to work independently, manage recurring deadlines, and maintain accurate records
• Excellent attention to detail
• Strong organizational and time management skills
• Critical thinking and problem solving
• Professional client communication
• Sound judgment and discretion
• Ability to identify and investigate discrepancies
• Ability to work independently and take ownership of recurring processes
• Confidence when following up with clients, attorneys, and staff
• Proactive and dependable work style
• Collaborative mindset
• Curiosity and willingness to seek clarification when needed

Preferred Qualifications

• Previous law firm experience is preferred

Compensation & Benefits

• Monthly compensation range: From 1,015 to 1,100 USD

Location & Schedule

• Remote
• Timezone: Eastern Standard Time (EST)
• Working hours: Monday to Friday
• Expected call volume: Light to moderate
• Work shift: 8:00 AM - 5:00 PM [EST][EDT] (United States of America)

Languages & Tools

• Languages: English, Spanish
• Software/Tools Required:
  • CRM: Lawmatics experience is a MUST
  • Other: Outlook, Excel