Billing Coordinator

Position Overview:

Our client is seeking a Billing Coordinator to join its New Jersey office. This role will be responsible for managing the full billing cycle, ensuring timely and accurate invoice preparation, maintaining compliance with client billing requirements, and serving as a key liaison between internal stakeholders and clients. The ideal candidate will thrive in a fast-paced professional environment, demonstrate strong attention to detail, and have prior experience handling complex billing processes.

Key Responsibilities:

• Prepare, review, revise, and finalize client invoices in accordance with internal policies, engagement terms, and client-specific billing guidelines.
• Manage the electronic billing process, including submission through e-billing platforms, monitoring rejections, and resolving billing issues.
• Review prebills, billing edits, time entries, costs, and supporting documentation to ensure all billable activity and expenses are accurately captured.
• Coordinate with internal teams, administrative staff, and stakeholders to resolve billing discrepancies, time entry corrections, and client-related billing matters.
• Handle complex billing arrangements, including split-party billing, multiple discounts, alternative fee structures, and customized invoice requirements.
• Process write-offs, write-downs, transfers, and billing adjustments in accordance with company policies and approval procedures.
• Respond to client inquiries regarding invoices, payment status, account balances, and billing-related requests in a professional and timely manner.
• Maintain billing records, client account data, and supporting documentation to ensure accuracy and compliance.
• Create and update customized billing formats, templates, and client-specific invoice presentations as needed.
• Produce monthly, quarterly, and ad hoc billing reports for leadership, finance, and management review.
• Monitor billing deadlines and work proactively to ensure invoices are issued on schedule.
• Support collections efforts by partnering with internal stakeholders on outstanding balances and follow-up activities when needed.
• Assist with special projects, process improvements, and system updates related to billing operations.

Qualifications:

• 3+ years of hands-on billing experience within a professional services or corporate environment.
• Strong understanding of billing procedures, client guidelines, and e-billing platforms.
• Experience with Elite 3E, Aderant, or comparable accounting/billing systems.
• Advanced proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Ability to manage a high volume of invoices while maintaining accuracy and meeting deadlines.
• Strong organizational skills with the ability to prioritize competing deadlines and manage workflow effectively.
• Exceptional attention to detail and commitment to producing accurate work.
• Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization and with clients.
• Proven ability to work independently, take initiative, and follow through with minimal supervision.
• Adaptability and flexibility to succeed in a fast-paced, deadline-driven environment with changing priorities.
• Willingness to work additional hours, evenings, or weekends as business needs require.