Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description

Responsible for ensuring high quality oversight and preparation of monthly invoices for an assigned group of billing partners. Ensures compliance with all applicable billing policies and guidelines and provides guidance to others in the department. Effective inventory management, monitoring and reporting on WIP aging and escalation of inventory risk related issues to senior department management. Knowledgeable and capable of meeting complex internal/external client demands and providing high quality support and guidance on a wide array of billing/revenue related topics. Helps to review, organize, streamline and test new processes. Supports and works closely with legal staff, Finance, BD, and other internal departments, as needed. Regularly interfaces with external firm clients and vendors, and is a main point of contact for the resolution for billing related issues. Subject matter expert for the billing department and its processes.

Primary Responsibilities and/or Essential Functions:

Review and oversight of WIP inventory for all assigned partners, monitor aging of unbilled fees, follow-up on delayed billing and track and forecast based on expected timelines.
Oversee/process the drafting/editing of invoices based on mark-up’s/instructions, including:
Write-offs, in accordance with firm policies/procedures
Time/cost transfers; investigate appropriateness billable entries
Time entry narrative changes with respect to additions, corrections, deletions
Prepare/finalize invoices adhering to all client discounts and policies/guidelines; Review WIP and proformas prior to distribution to Billing Partners to ensure accuracy.
Track the status of bills that are electronically submitted, identify issues, and work to address rejections and issues causing delays.
Review finalized invoices for quality, file all relevant backup documentation.
Communicate changes in client policies to timekeepers.
Monitor unallocated and on-account funds; Expedite application, or refund to clients
Complete billing forecast, and other prescribed monthly reporting assignments accurately and timely.
Respond timely and accurately to all direct billing related requests and inquiries.
Assist in the development, testing, and documentation of new processes relating to client billing.
Provide guidance/leadership to departmental projects/assignments as required, team-first approach to overall departmental workload and shared responsibilities.
Any additional responsibilities as required by management.

Knowledge Skills and Ability:

4+ years billing experience in a law firm or professional services environment.
Special Knowledge: Experience with Thomson Elite 3e Financial System a plus. Experience with e-billing hub and e-billing platforms, such as; Collaborati, Legal X, Tymetrix, Legal Exchange, Counselink, Sergenti Tracker also a plus.
Technical Skills: Proficiency with MS Office, including advanced Excel and Word. Strong math and numeracy skills.
Attributes: Possesses a business acumen, and is able to advise on, and make, sensible business decisions. Developing capabilities in reporting/data analysis. Demonstrated ability for critical thinking and effective problem solving. An effective communicator, serves as a point of escalation and someone who can provide guidance to more junior team members. Takes the initiative, is self-motivated, and sets a positive example.

Education/Certifications:

Bachelor’s degree or equivalent education and work experience required.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays. All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran’s status, genetic information or any other legally protected status.