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E-Billing Specialist

Warner Norcross & Judd LLP

Grand Rapids, MI

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Accounting, Accounts Receivable, Analysis Skills, Attorney, Billing, Budgeting, Business Administration, Communication Skills, Corporate Law, Credit and Collections, Customer Support/Service, Dental Insurance, Detail Oriented, Develop and Maintain Customers, Diversity, Documentation, Employee Assistance Plan, Facebook, Finance, Financial Systems, Legal, LinkedIn, Maintain Compliance, Mathematics, Microsoft Office, Microsoft Product Family, Physical Demands, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Revenue Management, Systems Administration/Management, Team Player, Time Management, Time Management Software, Vision Plan, Writing Skills, iManage
LOCATION
Grand Rapids, MI
POSTED
5 days ago

Description

About the Position
The E-Billing Specialist is responsible for managing all aspects of the firm’s electronic billing processes, ensuring clients receive timely and accurate invoices through e-billing platforms while maintaining compliance with client outside counsel billing guidelines. This role serves as the primary point of expertise for e-billing systems, matter setup, invoice submission, and resolution of billing issues across the firm’s client portfolio.
 

About the Opportunity  
Responsibilities: 
  • Promote a client service mindset both internally (within the firm) and externally (with clients) when supporting the e-billing and broader billing process.
  • Set up new matters on e-billing vendor platforms (including TyMetrix, CounselLink, Legal Tracker, Brightflag, and others) and configure corresponding settings within the firm’s billing system.
  • Obtain, maintain, and enforce outside counsel billing guidelines (OCGs) for all e-billing clients, ensuring attorney time entries and invoice content are compliant prior to submission.
  • Prepare and submit e-bills through all applicable vendor platforms in a timely manner; proactively monitor submission status and resolve rejections, reductions, and line-item disputes.
  • Coordinate appeals on reduced or rejected invoices, working with attorneys and clients to provide supporting documentation and achieve resolution.
  • Review pre-bills and final invoices for accuracy, completeness, and compliance with firm policies, engagement letters, and client-specific billing guidelines before submission.
  • Edit time entries and expense descriptions to comply with firm and client standards, including client specific task and activity coding requirements.
  • Maintain accurate client, matter, and billing setup data within the firm’s timekeeping and financial systems, including addresses, designations, budgets, billing notes, and e-billing configurations.
  • Thoroughly review new and amended legal service agreements and outside counsel guidelines to ensure billing compliance; attach and track relevant documents within the client/matter database.
  • Coordinate the standard billing process as needed, including processing pre-bills, assisting with edits, adjustments, write-offs, and submitting final invoices.
  • Track billing deadlines across all clients and platforms to ensure invoices are processed and delivered on time.
  • Review and follow up on aging accounts receivable with clients and attorneys; communicate and collaborate with the accounts receivable and collections teams to escalate collection matters as appropriate.
  • Serve as the primary point of contact for attorneys and staff regarding e-billing requirements, platform issues, and client-specific guidelines.
  • Communicate proactively with attorneys regarding missing time, billing discrepancies, or other issues that may impact timely invoicing or collections.
  • Prepare and distribute billing-related reports as requested by the Revenue Manager, including aging, realization, and e-billing performance summaries.
  • Support month-end and quarter-end billing activities and assist with other billing-related projects or tasks as assigned.
  • Maintain confidentiality of client and firm financial information and adhere to established internal controls and procedures.

The physical demands of this position are representative of those that must be met by an employee in order to successfully perform the essential functions of the position. These include being both mobile and stationary throughout the workday, having the ability to transport 25 pounds and being able to operate a computer and other business equipment found in the office. 
 
Competencies: 
  • Customer Service Mindset
  • Questioning Mindset / Forward Thinking
  • Analytical Ability
  • Attention to Detail and Thoroughness
  • Communication Skills — Both Verbal and Written
  • Flexibility and Adaptability
  • Sound Judgment and Confidentiality
  • Teamwork and Collaboration
  • Time Management / Project Management
  • Initiative and Self-Direction
About You 
Experience, Education and Training: 
  • Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent               experience in an accounting or finance role.
  • Minimum three years of experience in legal billing, with a focus on e-billing preferred.
  • Demonstrated experience with e-billing vendor platforms including TyMetrix,                       CounselLink, Legal Tracker, Brightflag, and E-Billing Hub.
  • Working knowledge of task codes, activity codes, and expense codes as applied in             legal e-billing.
  • Experience reading, interpreting, and applying outside counsel billing guidelines.
  • Familiarity with client/matter database structure, including billing setups, budgets, and         designations.
  • Strong proficiency with Microsoft Office products, specifically Excel (intermediate to             advanced level).
  • Experience with Aderant, 3E, iManage, or comparable legal billing systems preferred.
  • Strong analytical, mathematical, and problem-solving skills.
  • Ability to manage high-volume invoice workloads and meet strict billing deadlines.
About Warner 
Warner is a full-service corporate law firm with 230+ attorneys practicing in nine offices throughout Michigan: Bloomfield Hills, Detroit, Grand Rapids, Holland, Kalamazoo, Lansing, Macomb, Midland and Muskegon. To learn more, visit www.wnj.com, follow us on X @WNJLLP or connect on LinkedIn or Facebook. 
 
About Our Benefits
  • Comprehensive medical, dental, and vision insurance plans
  • Firm-provided life insurance and disability coverage
  • 401k with employer contribution or match depending on plan design
  • Generous PTO and leave policies
  • Firm holidays
  • Remote work flexibility
  • Wellness program
  • Employee assistance program
  • Professional development opportunities
About Our Culture 
Warner’s cultural motto is “Fun, Pride + Profit...in that Order”.  We build A Better Partnership through:
  • Lockstep Compensation - Our compensation model encourages teamwork and distinguishes us from our competitors. Partner and associate salaries are set based upon seniority, not total hours worked, encouraging client legal projects to be routed to the most knowledgeable person in the firm. Our team approach to compensation yields better legal representation for our clients and lays the foundation for a fun culture without internal financial competition. We have a team atmosphere where people like working together and supporting each other.
  • Diversity – At Warner, we take an “all in” approach to DEI – engaging people at all levels of the firm to lead and participate on DEI committees and initiatives. This ensures a broad base of support from team members truly invested in leading the charge. It’s because of their time and efforts we are as successful as we are – and that success radiates throughout the whole firm. Our DEI work has become not only the right thing to do, but more importantly, what our people want to do.
  • Careers – Our culture of balanced personal and professional lifestyle allows us to maintain a 94% attorney retention rate. Attorneys throughout Michigan, the region and beyond are choosing Warner as their forever home – and because of our dedicated focus on living balanced lives, our attorneys’ families are fully supporting these important decisions.
  • Community – Warner’s time-honored community engagement initiatives include financial contributions to 150+ nonprofits, scholarships and paid time off for all firm members to engage in community initiatives that are meaningful to them.
 
Closing Statement 
Warner hires top talent at every point in our organization. We are seeking dedicated professionals with diverse backgrounds who strive to support the firm and its goals. Our collegial culture attracts people with diverse skills and backgrounds who are dedicated to teamwork and client service.
 

About the Company

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Warner Norcross & Judd LLP

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