Billing Assistant – Legal Billing and Collections Coordinator

This is a fully remote position, open to applicants in United States, +8 more locations.

📋 Description

• Record all billing-related communications in the case management system.

• Work alongside the Bookkeeper to address inquiries about invoices and trust accounts.

• Secure Owner approval prior to processing any refunds.

• Manage billing disputes, chargebacks, and refunds with the relevant vendors.

• Address client questions pertaining to billing, payments, and retainers.

• Oversee case withdrawal procedures, including updates to the system and file organization.

• Refer cases to a collection agency and provide necessary documentation.

• Initiate preliminary collections communications and send collection letters.

• Alert leadership when clients remain unpaid beyond one billing cycle.

• Negotiate standard payment arrangements in accordance with approved guidelines.

• Reach out to clients regarding late, declined, or missing payments.

• Keep billing records accurate and current.

• Monitor trust and retainer balances and manage requests for replenishment.

• Collect and document client advanced costs and expenses.

• Process client payments following the firm’s schedules and procedures.

• Oversee accounts receivable aging and commence collections activities.

• Obtain authorization for non-standard payment plans.

• Manage auto-replenishment and autopayment processes.

• Reconcile transactions for received payments.

• Generate prebilling for trust accounting bi-monthly.

⛳️ Requirements

• Monday through Friday, from 9:00 AM to 6:00 PM PST.

• Location: California.

• Time Zone: PST.

• Experience in billing, invoicing, accounts receivable, collections, or similar administrative roles.

• Proven proficiency with accounting and case management software.

• Preferred experience in trust accounting and prebilling.

• Strong skills in business writing, grammar, and proofreading.

• Ability to communicate directly and professionally with clients regarding billing, payments, retainers, and collections.

• Capability to handle confidential financial information with care.

• Administrative tasks conducted under attorney supervision.

• Excellent verbal and written communication skills in both English and Spanish.

• High attention to detail and a commitment to data accuracy.

• Strong organizational and time management abilities.

• Professional and confident communication with clients.

• Good judgment in deciding when to resolve issues independently or escalate them.

• Ability to manage multiple billing and collections tasks while adhering to deadlines.

• Strong analytical and problem-solving skills.

• Knowledge of trust accounting and prebilling procedures.

• Ability to maintain accurate and well-organized financial records.

• Comfortable handling payment information and sensitive communications with clients.

• Consistently follow established billing, payment, and collections procedures.

• This position does not involve practicing law, providing legal advice, or discussing case strategy with clients.

• Non-standard billing arrangements and payment plans require prior written approval from the Director of Operations or Owner.

• Refunds must be approved by the Owner.

• Expected call volume: between 6 to 15 calls per day.

🏝️ Benefits

• Remote job opportunity.

• Great Place to Work Certification.

• Guidance from recruiters throughout the application process.