Billing Coordinator

Ropes & Gray in a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world’s most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need. 

Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring. 

Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm’s EMEA network and set up in London in 2010. While we are now an established presence in the UK, we’ve retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we’re international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 110+ fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients.

The Billing Coordinator’s role is to assist the senior billing coordinators with all aspects of inventory management and billing for London office attorneys, ensuring that client invoices are processed timely, accurately and in accordance with VAT legislation and Solicitors' Accounts Rules.

• General billing/matter management
  • Process time modifications including time transfers, edits, narrative amendments.
  • Review and update client and matter details in accordance with new matter opening guidelines, including task/activity codes, arrangement codes and transaction dates.
  • Review and liaise with partners to close matters where appropriate.
  • Support client and partner requests for accrual information.
• Invoice generation as directed by the senior billing coordinators and management
  • Generate proformas and issue invoice, applying client terms and discounts as directed by email and/or via the online billing platform workspace.
  • Understand VAT legislation and ensure the correct VAT treatment is applied for all invoices, including the EC VAT Reverse Charge, where applicable.
  • Reverse invoices, where necessary, and issue credit notes.
  • Print copy invoices and statements of account on request.
  • Submit write off requests and action approvals.
  • Process monthly personal disbursement invoices.
• Ebilling
  • Identify ebilling status and set up matters accordingly.
  • Locate and view ebilling guidelines.
  • Liaise with billing partner for ebilling matter number (LEDES).
  • Load invoices on eHub.
  • Liaise with ebilling team dealing with invoice rejections and queries.
• Other duties
  • Ensure all queries in the London billing inbox are dealt with in a timely fashion.
  • Assist with the application of unidentified cash receipts, ensuring prompt resolution.
  • Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash.
  • Utilise firm standard reporting tools to respond to requests for information, particularly Excel and billing dashboards.
  • Maintain documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection.
  • Work collaboratively with other team members.

They will be used to working in a fast-moving professional environment, have good time management skills and an ability to multi-task.  Specific prerequisites include:

• Educated to minimum A-Level or equivalent.
• At least four years’ experience in a similar billing role within a law firm or other professional services organisation.
• Strong IT skills, including working knowledge of 3E or similar financial system and Excel.  Previous experience with eBilling systems (e.g. Serengeti, Collaborati, etc) is also desirable.
• The ability to communicate effectively with people at all levels and work as part of a team.

Self-motivated, highly organised, accurate and detail orientated; committed to producing excellent work.