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 Senior Billing Coordinator’s role is to deal with all aspects of WIP management and billing for London office attorneys, ensuring that clients’ bills are processed in a timely fashion, accurately and as directed by the billing attorney.  Interacting with lawyers, business services and clients to assist with billing related queries and ensuring that all financial transactions for the London office are processed adhering to ethical standards including the Solicitors’ Accounts Rules and the firm’s internal policies and procedures.

• Managing the full WIP management cycle for assigned partners independently, including but not limited to:
  • Attending monthly WIP meetings with all allocated partners.
  • Reviewing and amending matter notes to reflect current billing status.
  • Managing allocated partners’ individual incentive programme.
  • Covering WIP management for partners allocated to others in times of team absence.
  • Relaying any discussions regarding accounts receivable to the credit control team.
  • Pro-actively keeping senior management informed of inventory status.
  • Understanding and applying the firm’s processes and procedures, client guidelines and pricing arrangements.

• Invoice Generation
  • Generating proformas and issuing invoices in accordance with client guidelines, pricing agreements and partner preferences.
  • Processing time modifications including transfers, edits and narrative amendments.
  • Understanding VAT rules and treatment and ensuring VAT is applied correctly for all invoices, including the reverse charge mechanism.
  • Reversing invoices, where necessary, and issuing credit notes.
  • Printing copy invoices and statements of account on request.
  • Submitting and monitoring write-off requests.
  • Processing complex bills including applying rate adjustments and fee arrangements.

• Ebilling
  • Identifying ebilling status and setting up matters accordingly.
  • Locating and applying ebilling guidelines.
  • Liaising with billing partner for ebilling matter numbers (LEDES).
  • Loading invoices on eHub.
  • Problem-solving invoice rejections and liaising with the relevant stakeholders to resolve.
     
• Matter Management
  • Ensuring all matters are set up in accordance with client guidelines and partner preferences.
     
• Other Duties
  • Ensuring all queries in the London Billing inbox are dealt with in a timely fashion.
  • Running and reviewing various management reports.
  • Working collaboratively with other team members.

The candidate will be hard-working and enthusiastic, with a high level of initiative and a willingness to learn.  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 three years’ experience in a similar billing role within a law firm or other professional services organisation.
• The ability to communicate effectively with people at all levels and work as part of a team.

• Advanced IT skills including strong working knowledge of Excel and Elite Enterprise (or similar financial system).  Previous experience with eBilling systems (Serengeti, Collaborati etc) is also desirable.
• Self-motivated, highly organised, accurate and detail orientated; committed to producing excellent work.