Cash Applications Coordinator

Womble Bond Dickinson (US) LLP seeks a Cash Applications Coordinator to join their Phoenix, Arizona office to collaborate with Finance team members, attorneys and external partners to promote department accuracy and efficiency. The Cash Applications Coordinator plays an important role in supporting the accuracy, timeliness, and integrity of the firm’s cash receipt activity. This position helps ensure client payments are properly researched, documented, deposited, and applied in accordance with firm procedures, client remittance instructions, and applicable trust accounting requirements. Through strong attention to detail, sound judgment, and professional communication, the Cash Applications Coordinator supports efficient payment processing, timely resolution of exceptions, reliable financial records, and a positive service experience for clients and internal stakeholders.

Scope & Primary Responsibilities:

• Support the daily cash applications process by helping ensure incoming payments are identified, deposited, documented, and applied in a timely and accurate manner.
• Contribute to the accuracy and integrity of firm cash receipt activity by maintaining strong attention to detail, organized records, and consistent follow-through on unresolved items.
• Assist with payment research, exception resolution, and trust-related activity while following established firm procedures, documentation standards, and internal controls.
• Partner with the Cash Applications Manager, Finance, Billing, Collections, attorneys, paralegals, staff, and clients to support accurate payment handling and responsive service.
• Maintain professionalism, confidentiality, and sound judgment when handling client matters, financial information, payment discrepancies, and internal or external communications.

Key Responsibilities:

Daily Payment Reporting, Identification, and Deposit Preparation

• Generate reports to identify and post incoming payments, including ACH payments, wire payments, credit card payments, lockbox checks, and checks received by mail.
• Prepare deposits daily and attach appropriate payment remittance backup for each payment.
• Submit check deposits to their respective bank accounts using desktop check scanners.
• Create and scan all cash receipt batches to the appropriate electronic folders to support complete and organized records.

Cash Receipt Balancing, Posting Support, and Payment Resolution

• Track daily cash receipt totals to ensure preparation, posting, and deposit totals balance.
• Assist with posting cash receipt batches accurately and timely in accordance with firm procedures.
• Research and resolve unidentified payments by reviewing remittance details, payment records, client information, and internal billing records.
• Run unallocated reports weekly and research and resolve unallocated balances.
• Escalate payment issues, discrepancies, or unresolved items to the Cash Applications Manager with clear supporting details and recommended next steps.

Trust Activity, Overpayments, and Duplicate Payments

• Assist with preparing trust disbursements related to overpayments and duplicate payments.
• Support accurate handling of trust-related payment activity by maintaining complete backup and following established approval and documentation requirements.
• Coordinate with the Cash Applications Manager and other Finance team members to resolve payment questions or exceptions.

Client Service and Team Support

• Establish and maintain positive, respectful, and professional business relationships with clients, paralegals, attorneys, and staff.
• Communicate with clients to update records with correct remittance information and help reduce future payment identification issues.
• Present information clearly and respond professionally to questions from managers, clients, timekeepers, and internal stakeholders.
• Partner with Billing, Collections, Finance, and other internal teams to support accurate payment identification, posting, and resolution of cash application matters.
• Maintain complete confidentiality of client matters and financial information through demonstrated diplomacy and discretion.

Process Compliance, Documentation, and Continuous Improvement

• Follow established cash applications procedures, internal controls, client remittance instructions, and firm policies.
• Maintain accurate documentation and organized records to support audit readiness, payment research, and timely issue resolution.
• Identify recurring payment issues, missing remittance information, or process gaps and share observations with the Cash Applications Manager.
• Support process improvements that strengthen accuracy, efficiency, consistency, and client service within the cash applications function.

Qualifications:

Education

• High school diploma or equivalent required. Bachelor’s degree or coursework in accounting, finance, business administration, or a related field preferred.

Experience

• Three or more years of experience in cash applications, accounts receivable, banking operations, payment processing, reconciliations, or a related finance function preferred.
• Experience researching payments, reviewing remittance information, preparing deposits, balancing daily activity, or supporting cash receipt posting preferred.
• Law firm or professional services finance experience preferred but not required.
• Experience communicating with internal teams, clients, or external contacts in a professional and service-focused manner preferred.

Technical Skills

• Proficiency with Adobe Acrobat, Microsoft Outlook, Word, and Excel, including the ability to enter, review, sort, filter, and reconcile data accurately.
• Ability to use financial, billing, accounts receivable, banking, and document management systems to research payments, prepare deposits, post or support posting activity, and maintain organized records.
• Strong attention to detail when reviewing payment records, remittance information, batch documentation, deposit totals, and unallocated balances.
• Ability to follow established procedures, maintain accurate documentation, and identify discrepancies that require research or escalation.
• Comfort working with high-volume payment activity while maintaining accuracy, organization, and timely follow-through.

Competencies

• Professional, dependable, and service-oriented, with a commitment to accuracy, confidentiality, and responsive communication.
• Organized and detail-oriented, with the ability to manage daily tasks, prioritize work, meet deadlines, and follow through on unresolved items.
• Collaborative and respectful when working with clients, attorneys, paralegals, managers, and internal Finance, Billing, and Collections teams.
• Able to ask appropriate questions, recognize when an issue should be escalated, and apply sound judgment when handling payment discrepancies or confidential information.
• Adaptable and willing to learn new processes, systems, and procedures in a fast-paced finance environment.