Billing Manager

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Billing Manager

Mid-Sized Law Firm | Bergen County, New Jersey

Job Type: Full-Time 

Location: Bergen County, NJ 

Experience Level: 5 years in law firm billing management

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About Our Firm

We are a well-established, mid-sized law firm located in Bergen County, New Jersey, known for delivering exceptional legal services to our clients. Our firm is committed to fostering a collaborative and professional work environment where talented professionals can grow and thrive.

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Position Overview

We are seeking an experienced Billing Manager to lead our billing operations and ensure the highest standards of accuracy, efficiency, and compliance in all billing processes. This is a critical operational role responsible for managing the entire billing cycle, supervising our billing specialist, assisting with accounts receivable and collections, and serving as a key liaison between attorneys, clients, and internal teams.

The ideal candidate will have a minimum of 5 years of law firm billing experience, proven management capabilities, and strong technical proficiency with e-billing software platforms. This position requires expertise in managing electronic invoice submissions through multiple third-party billing portals commonly used by corporate legal departments, including Collaborati, CounselLink, TyMetrix 360, Legal Track, and our firm's billing platform. The successful candidate will ensure seamless compliance with diverse client billing guidelines while optimizing billing workflows and maintaining strong client relationships.

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Key Responsibilities

Billing Operations Management

• Oversee and manage all aspects of law firm billing operations, ensuring accuracy, efficiency, and timely completion of all billing processes.
• Process electronic billing through various e-billing platforms and ensure strict compliance with client-specific billing requirements and guidelines.
• Review work-in-progress (WIP) monthly to ensure all billable fees and costs are invoiced in a timely manner.
• Ensure all billing is completed within established firm deadlines and meets or exceeds firm quality standards.
• Maintain comprehensive and accurate billing records and documentation in accordance with firm policies.

Client and Attorney Relations

• Collaborate directly with clients, attorneys, and legal support staff to resolve billing inquiries, discrepancies, and disputes effectively and professionally.
• Provide exceptional customer service to both internal and external stakeholders regarding billing matters.
• Communicate proactively with billing attorneys regarding prebills, edits, and final invoice approval.
• Serve as primary point of contact for complex billing issues and escalations.

Team Leadership and Supervision

• Supervise and train billing specialist to ensure timely and accurate invoice generation and strong team collaboration.
• Manage billing team performance, including work assignment, evaluation, development, and performance management.
• Foster a productive, accountable, and professional work environment within the billing department.
• Provide ongoing support and guidance to attorneys, billing specialist, and legal support staff regarding billing processes, systems, and best practices.

Financial Management

• Assist with accounts receivable management, collections, and cash flow optimization.
• Prepare and analyze billing reports to track revenue, billing efficiency, and key performance metrics.
• Identify billing trends, potential areas for improvement, and implement solutions to optimize processes.
• Support month-end and year-end closing processes and financial reporting requirements.

E-Billing and Technology Management

• Manage and administer all e-billing platforms and third-party billing systems, such as Collaborati, CounselLink, TyMetrix 360 and Legal Track, ensuring timely and accurate electronic invoice submissions.
• Process electronic invoices through client-designated billing portals, ensuring strict compliance with client-specific billing requirements, LEDES formatting standards, and submission deadlines.
• Establish and maintain working relationships with e-billing platform vendors; ensure all timekeeper profiles, rates, and billing guidelines are current and properly configured in each system.
• Set up and configure client-specific billing arrangements, alternative fee arrangements (AFAs), rate structures, and billing codes within e-billing platforms.
• Monitor submitted invoice status across all platforms; identify and resolve billing rejections, reductions, and disputes in a timely manner.
• Submit appeals and adjustments for short-paid or rejected invoices through appropriate e-billing portals; coordinate with attorneys and clients to address billing discrepancies.
• Troubleshoot billing software and e-billing platform issues; coordinate with IT, software vendors, or client billing departments as needed to resolve technical problems.
• Stay current on e-billing industry trends, client billing guideline updates, platform enhancements, and best practices to ensure ongoing compliance and efficiency.
• Train attorneys and legal support staff on e-billing requirements, timekeeper best practices, and proper narrative entry to minimize invoice rejections.
• Maintain comprehensive documentation of e-billing platform configurations, client billing guidelines, and submission procedures.

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Required Qualifications

Education

• Bachelor's degree required, preferably in Accounting, Finance, Business Administration, or related field.

Experience

• Minimum 5 years of billing management experience in a law firm setting (required).
• Demonstrated hands-on experience with e-billing platforms and electronic invoice submission systems, including Collaborati, CounselLink, TyMetrix 360, Legal Track, or similar third-party billing portals (required).
• Proven experience with law firm billing and practice management software (required).
• Experience managing LEDES file formats, electronic billing guidelines, and compliance with corporate legal department billing requirements.
• Proven operational leadership and team management experience with a demonstrated track record of process improvement and performance results.
• Experience setting up and maintaining client billing arrangements, alternative fee agreements (AFAs), and rate structures within billing systems.
• Background in managing billing rejections, appeals, and dispute resolution through e-billing platforms.

Technical Skills

• Strong technical proficiency in managing multiple e-billing platforms including Collaborati, CounselLink, TyMetrix 360, Legal Track, and other third-party electronic billing systems (required).
• Working knowledge of law firm billing software including billing workflows, invoice generation, and financial reporting.
• Advanced knowledge of LEDES file formats (LEDES 1998B, LEDES 2000, etc.) and electronic billing compliance requirements.
• Experience with e-billing submission processes, invoice status tracking, rejection management, and appeals through client billing portals.
• Understanding of corporate legal department billing guidelines, outside counsel guidelines (OCGs), and alternative fee arrangement structures.
• Proficiency with Microsoft Office Suite, with advanced Excel skills for billing analysis, financial reporting, and data management.
• Ability to configure and troubleshoot billing software, manage system integrations, and coordinate with IT support for technical issues.
• Strong analytical skills to interpret billing reports, identify trends, and implement process improvements.

Professional Competencies

• Exceptional attention to detail with strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Results-driven with the ability to set priorities, meet deadlines, and exceed firm expectations.
• Strong organizational and time management abilities.
• Ability to work independently and collaboratively in a fast-paced environment.
• High ethical standards and ability to maintain strict confidentiality.
• Professional demeanor with strong interpersonal skills.

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Compensation and Benefits

We offer a competitive salary commensurate with experience and a comprehensive benefits package, including:

Salary Range

• $115,000 to $130,000

Benefits

• Medical insurance (multiple plan options available)
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Employee Assistance Program (EAP)
• Flex Time Off including vacation, and sick leave
• Paid holidays
• Professional development opportunities
• Flexible spending accounts (FSA/HAS)
• Life and disability insurance

We are an equal opportunity employer and value diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Company info

Confidential