Billing and Legal Operations Coordinator

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Job Title: Billing and Legal Operations Coordinator
Department: Legal
Reports To: Legal Operations Manager
Employment Type: Full-Time

Position Summary

The Billing and Legal Operations Coordinator is a key contributor within the Qnity Legal Department, responsible for supporting legal billing operations and knowledge management systems. This role supports the Legal Department’s technology platforms, including e-billing systems and knowledge management tools. Reporting to the Legal Operations Manager, this position requires a highly organized, detail-oriented professional capable of managing multiple systems and requests, collaborating with internal stakeholders - including Finance, IT, and attorneys - and delivering a high level of service.

Key Responsibilities

Legal Billing Operations & Vendor Management

• Independently manage and administer two legal e-billing platforms, ensuring accuracy, compliance, and alignment with internal billing guidelines and outside counsel policies.
• Create, maintain, and update billing matters, ensuring proper alignment with company cost centers, budgets, and financial reporting requirements.
• Onboard, manage, and maintain relationships with law firms and other legal vendors, including adherence to billing protocols and operational standards.
• Maintain and audit approved timekeepers, billing rates, and vendor information by firm and matter to ensure compliance with negotiated agreements and internal policies.
• Support the project to transition to a single e-billing platform, primarily by assisting with testing and mode-of-failure analyses.

Billing Governance & Issue Resolution

• Review and troubleshoot billing submissions, system errors, and data discrepancies in collaboration with Finance, IT, and external vendors.
• Serve as a primary point of contact for billing-related inquiries from attorneys, legal staff, and external vendors.
• Monitor invoice lifecycle and payment status within SAP, including tracking approvals, identifying delays, and supporting timely resolution.
• Generate reports and dashboards on billing activity, spend, and vendor performance to support Legal Department and other reporting needs.

Training & User Support

• Train and support attorneys, paralegals, and legal staff on e-billing systems, processes, and best practices.
• Develop and maintain user guides, job aids, and training materials to promote consistent and effective system usage.
• Provide responsive, customer-focused support to internal users and external vendors.

Knowledge Management & Systems Administration

• Administer Legal Department knowledge management tools, including SharePoint sites and internal intranet pages.
• Maintain and organize content to ensure accessibility, accuracy, and alignment with departmental standards.
• Support enhancements to knowledge management systems, including content structure, governance, and user experience improvements.

Operational Support & Continuous Improvement

• Provide administrative and operational support to the Legal Operations Manager across a range of initiatives, including process improvement, system enhancements, and reporting.
• Identify opportunities to improve efficiency, data quality, and user satisfaction across legal operations functions.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Minimum of 3–5 years of experience in legal billing, e-billing, legal operations, finance operations, or a related administrative function in a corporate legal department, law firm, or other professional services environment.
• Demonstrated experience working with e-billing systems and managing vendor relationships, preferably within a corporate legal department.
• Familiarity with legal billing guidelines, invoice review processes, and cost management practices.
• Experience working in cross-functional environments, collaborating with Finance, IT, and external service providers.

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), with strong data analysis and reporting capabilities in Excel.
• Working knowledge of SAP or similar enterprise resource planning (ERP) systems for invoice tracking and financial reporting.
• Experience with legal e-billing platforms (e.g., TeamConnect/Collaborati, TyMetrix, or similar systems).
• Familiarity with SharePoint administration and content management.
• Exposure to or familiarity with AI-enabled productivity tools, such as Microsoft Copilot, for document management, reporting, and workflow enhancement.

Core Competencies

• Communication: Strong written and verbal communication skills, with the ability to interact effectively with attorneys, other colleagues, and external vendors.
• Organization & Attention to Detail: Exceptional organizational skills and a high degree of accuracy in managing data, systems, and documentation.
• Results Orientation: Ability to manage competing priorities and deliver high-quality work within established timelines.
• Problem-Solving: Analytical mindset with the ability to identify issues, evaluate options, and implement effective solutions.
• Customer Service Mindset: Commitment to providing responsive, professional support to internal and external stakeholders.
• Collaboration: Proven ability to work effectively across teams and functions.
• Operational Resilience: Ability to perform effectively in a fast-paced, high-demand environment while maintaining accuracy and composure under pressure.

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Qnity is an equal opportunity employer. Qualified applicants will be considered without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability or any other protected class. If you need a reasonable accommodation to search or apply for a position, please visit our Accessibility Page for Contact Information.

Qnity offers a comprehensive pay and benefits package. To learn more visit the Compensation and Benefits page.

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