Legal Billing Administrator

This is a fully remote position, open to applicants in Chile, +6 more countries.

📋 Description

• Oversee client retainers, installment plans, payment arrangements, and outstanding balances, ensuring to follow up with clients when payments or replenishments are due.

• Administer the billing cycle, which includes preparing pre-bills, processing approved adjustments, generating final invoices and statements, and keeping precise billing records.

• Assess timekeeping and billing records for precision and completeness.

• Collaborate with attorneys and staff to address missing entries, discrepancies, or documentation concerns.

• Work alongside attorneys and internal team members to address nonpayment issues, recurring billing problems, and accounts that require escalation.

• Maintain billing and collections documentation, update cash flow forecasts, and prepare reports on accounts receivable, collections, and payments.

• Address client billing inquiries and clarify invoices, payment statuses, retainers, and payment procedures.

• Escalate disputes, exceptions, or issues that necessitate legal judgment.

• Process and reconcile client payments, ensuring transactions are applied to the correct accounts and investigating any missing, delayed, or inaccurately recorded payments.

• Handle routine accounts receivable and collections tasks, which involve reaching out to clients regarding overdue balances, tracking collection efforts, monitoring aging accounts, and escalating accounts that need further action.

⛳️ Requirements

• Minimum of 2 years of experience in an administrative, billing, accounting support, or assistant role within a professional services setting.

• Previous experience in a law firm is highly preferred.

• Familiarity with billing, invoice preparation, payment tracking, accounts receivable, or collections.

• Excellent written and verbal communication skills in English, including professional business writing, grammar, and proofreading abilities.

• Proficient in Microsoft Office, especially Outlook and Excel, or similar spreadsheet applications.

• Comfortable working with billing, accounting, case management, CRM, or practice management systems.

• Capability to manage confidential client and financial information with discretion.

• Ability to work autonomously, handle recurring deadlines, and maintain accurate records.

• Experience in billing and invoicing.

• Knowledge of accounts receivable management.

• Skills in collections and payment follow-up.

• Proficient in payment processing and reconciliation.

• Experience in financial recordkeeping.

• Competence in timekeeping review.

• Ability to monitor retainer and installment payments.

• Skills in cash flow tracking.

• Experience in reporting and financial administration.

• Exceptional attention to detail.

• Strong organizational and time management abilities.

• Capable of critical thinking and problem-solving.

• Strong written and verbal communication skills.

• Professional client communication skills.

• Proficiency in proofreading and business writing.

• Sound judgment and discretion.

• Ability to recognize and investigate discrepancies.

• Capacity to work independently and take ownership of ongoing processes.

• Confidence in following up with clients, attorneys, and staff.

• Proactive and reliable work style.

• Collaborative attitude.

• Curiosity and willingness to seek clarification when necessary.

• Location and timezone: Remote, Eastern Standard Time (EST).

• Working Hours: Monday to Friday.

• Experience with CRM: Lawmatics is a MUST.

• Proficient in Outlook and Excel.

• Bilingual in English and Spanish.

🏝️ Benefits

• Opportunity to work remotely.

• Workplace culture recognized with Great Place to Work Certification.

• Recruiter support throughout the application process.