Senior E-Billing Coordinator

About Ropes & Gray:

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms.

The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.

The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

Overview:

This role involves but is not limited to; identifying and troubleshooting E-billing issues, maintaining data integrity, collaborating with internal teams and clients to ensure successful billing. The Senior E-Billing Coordinator should be familiar with the entire process including documentation, training, analysis, follow-up and reporting.

Responsibilities:

ESSENTIAL FUNCTIONS:

The Senior E-Billing Coordinator is responsible for key phases of the e-billing process, including, rate uploads, follow-up on rejected items, and inventory tracking. The role also encompasses process documentation related to specific clients. The role specifically involves the following:

1. E-billing coordination between the firm, the e-billing vendor and the client, including all necessary setups and submission of preliminary data such as timekeeper and matter lists.
2. Accountable for his/her portfolio of clients. Senior E-Billing Coordinators are assigned to more complex and demanding clients. This role involves keeping all client & department spreadsheets and notes up to date.
3. Monthly review of assigned clients in which new timekeepers are identified. Assist with obtaining client approval for these newly assigned timekeepers on a monthly basis. On an annual basis, the Senior E-Billing Coordinator is responsible for the submission of an all inclusive rate card for each of assigned clients.
4. Maintain the spreadsheets for new timekeepers assigned to each client and add them accordingly in the vendor sites for successful submission of invoices. This also entails mapping the timekeeper titles on the vendor sites whenever appropriate.
5. Help to identify reoccurring violations of client guidelines and alerting appropriate team on action steps.

• Setting up of cost exceptions
• Title mapping
• Reoccurring timekeeper rate reductions
• Formatting of LEDES file
• Basic understanding of time & billing system in order to accurately identify resolution

1. Fully documents all aspects of the e-billing process for each client. Electronically stores all documentation so that it’s visible to billing management and staff.
2. Helps to maintain a database of all e-billed clients and their requirements for submission of bills. Also helps to maintain a database where yearly timekeeper rates are stored by client.
3. Utilizes E-billing Hub software or third party e-billing vendor websites to submit e-bills and conduct necessary follow up until invoices are accepted by the client. The Senior E-Billing Coordinator will work in the more difficult vendor sites and will be periodically asked to hold training sessions for the more junior team members.
4. Keeps invoice statuses current in the HUB; bi-weekly updates required.
5. Reviews e-bills for compliance with client/vendor terms. Fixes errors that will result in delays in uploading or rejection of the bill. The Senior E-Billing Coordinator is expected to handle the more difficult rejections and should be able to coordinate independently with the E-Billing HUB or specific vendor sites to troubleshoot issues.
6. Proactively makes recommendations and implements internal process improvements to maximize productivity and workflow in all aspects of the e-billing function. This includes working with Management to identify bottlenecks and streamline processes.
7. Works with Guidelines team & E-Billing HUB to ensure the proper invoice template is created according to the client/vendor specific guidelines. Able to step in and assist other team members when issues arise around templates and setups.
8. Works with Pricing team to develop and maintain rate cards for client submission. Creates a rapport with Pricing team members to foster a “one team” Finance Department approach.
9. Highly involved in team meetings and occasionally presents information to the broader group.
10. Conducts training sessions for other team members on a one on one basis and in group settings.

• Collaborate with Billing team to provide an overview of E-Billing process

1. Ability to run reports out of 3E and the E-Billing HUB

• - - Provide recommendations to Billing counterparts & Management

OTHER RESPONSIBILITIES:

• Participates in firm-wide and departmental projects and initiatives
• Helps to train new members of the team as necessary
• Performs other duties as assigned

Qualifications:

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Bachelors degree or higher in Business, Accounting or Finance is preferred or equivalent experience
• Minimum three years experience with professional services time and billing software
• Minimum three years experience in a professional services firm, preferably in a Finance department
• Experience with various electronic billing systems. Should have a solid working knowledge of numerous vendor sites such as CounselLink, TyMetrix, Serengeti and others.
• Demonstrated proficiency with MS Excel spreadsheets
• Strong verbal, written, leadership, creative and interpersonal skills

ESSENTIAL CAPABILITIES:

• Demonstrates exemplary customer service
• Must be a team player with strong interpersonal skills
• Prioritizes, handles multiple tasks simultaneously and is flexible
• Has a keen eye for detail and can readily identify issues that will slow a process
• Demonstrates initiative and a consistent ability to identify and communicate opportunities to improve existing processes
• Demonstrated analytical skills, strong critical thinking and ability to spot problem areas and propose solutions
• Works independently, thorough and follows through on assigned projects and tasks
• Works effectively with multi-office responsibility as well as a culturally and educationally diverse environment
• Excellent verbal and written communication skills

Compensation and Total Rewards Package:

The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

• Boston: $70,500 - $107,550
• New York: $73,900 - 112,650

Working Conditions:

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.

Incumbent is expected to work the hours necessary to fulfill the responsibilities of the position. It is likely that this role will require more than standard hours during month and year-end closings and during special projects.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of responsibilities and requirements.