Billing Coordinator

Categoria: Business Services
Luogo di lavoro: Milano e provincia

The role is responsible for bill preparation and managing inventory, including monitoring time records and liaising with partners and clients with regards to billing and collections.

To provide billing and client engagement support to designated partners in Milan office team and other practices as and when needed.

• Preparing and reviewing proforma and bills in accordance with the firm's billing policies and IT VAT legislation, ensuring the bills are posted to Zucchetti Infinity and CMS, signed by the Partner (either electronically or in person), saved to management workspace and sent out to the clients each month through SDI system.
• Escalating complex items or issues to the Finance Manager where necessary.
• Uploading any e-bills into the appropriate e-billing website and liaising with the e-billing team as necessary.
• Assisting with Client and Matter Openings as required.
• Ensuring engagement letters are sent to designated clients and signed copies received back from clients, ensuring fee alerts are set up at matter level and fee arrangements, including currency, are correctly documented within matter opening forms.
• Ongoing monitoring of all matters for designated partners to prompt billing and to ensure residual WIP is written off on completion of the matter as appropriate.
• Arranging monthly inventory review meetings with designated partners to discuss inventory and ensure all are aware of any fee alerts and billing arrangements on the matters. Summarising meetings in email to Partners/Finance Manager and updating the firm's system of record, Expert Collections or any other subsequent system.
• Processing time transfers at lawyer and secretary request and recording reasons for transfers.
• Conducting client reviews verifying client/matter arrangements.
• Creating and distributing weekly WIP updates to clients when requested.
• Liaising monthly with clients regarding Accounts Receivables to ensure invoices have been received and dealing with any issues promptly. Updating comments into the Expert Collections module and escalating any issues to the Finance Manager and partner.
• Processing write-offs in accordance with the firm's policy and saving evidence in the firm management system.
• Client facing responsibility as and when required.
• Providing backup for other departments billing requirements where necessary.
• Providing AR and WIP updates in response to audit queries as requested.
• Undertaking any ad-hoc project work as required.

Requisiti: Ideally five years of billings and collections experience, preferably in a law firm or professional services environment. Fluent in English language Proficiency in billing software/ERP and Microsoft Office Suite, especially Excel. Excellent attention to detail and organizational skills. Proactive and solution oriented. Confident in dealing with clients and senior management. Ability to work independently and collaboratively in a team environment. Strong communication skills, both written and verbal.