Senior Client Accounting Coordinator bei Fenwick

Job Description Summary:

The Senior Client Accounting Coordinator role is a hands-on position that is responsible for managing the financial aspects of an assigned partners’ portfolio in accordance with the firm’s and client’s standards. The ideal candidate will have the opportunity to learn and grow on a dynamic team, in a fast-paced team-oriented environment. The incumbent will be expected to deliver best in class service internally to our partners and externally to our clients. This position can be based in any of our Bay Area (CA), Seattle (WA), New York (NY), Washington D.C. or Arizona offices. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.

Job Description:

Client Matter Set Up and Maintenance

• Responsible for setting up and maintaining attorney billing rates, discounts, and deferrals, etc. to ensure an accurate billing process.
• Responsible for reviewing engagement letters and client billing guidelines, maintain current and accurate matter set-up, billing instructions and financial systems remain up to date per firm/client standards.
• Continuous maintenance and documentation of all non-standard billing requirements.

Pending Prebills

• Monthly work with attorney/secretary/Risk department to identify documentation needed for opening a new client/matter
• Cross reference billing rate set up with engagement letter to ensure accuracy at time of billing.

Prebills

• Prepare, review and distribute prebills on a monthly basis (paper/PM system); frequency may change depending on attorney portfolio.
• Perform various billing functions as required to produce client invoices, such as edits, write downs, transfers, discounts, etc. in Aderant and Prebill Viewer system.
• Attention to details to ensure accuracy of completed invoices
• Ensure client bills/e-bills are submitted timely while meeting the Firm’s and/or client guidelines.
• Collaborate with the e-billing administrator to ensure e-billing set-up and maintenance support is complete such as adding attorneys, matters and rates, into the various e-billing systems.

Collections

• Responsible for assigned portfolio client base and to perform monthly collection activities.
• Responsible for scheduling monthly meetings with assigned partners/EA’s to update on collections status and challenges, and where needed determine next steps.
• Take accurate notes during status meeting/update ARCS and action any follow up as necessary.
• Responsible for researching and resolving client disputes in a timely manner.
• Responsible for coordinating monthly meetings with assigned billing attorneys to understand how to manage their portfolio(s) by: discussing new clients and matters, pending prebills, any special billing arrangements, aged WIP (Work In Progress) and aged accounts receivables.
• Responsible for monitoring all Pending Accounts: Collaborating with the attorney/secretary to work with Risk department to identify documentation needed for completely opening client matter, and cross reference rate set up with engagement letter to ensure accuracy at time of billing.
• Provide estimates to attorneys and clients as required by due dates.
• Provide client account analysis utilizing the various system tools (Aderant, EIS, FRP, ARCS, etc.).
• Responsible for effectively communicating and working with clients who are seeking alternative payment plan solutions in a timely manner, with partner approval track the payment plan progress.
• Work with Cash Receipts staff to research and resolve misapplied payments, outstanding trust or unapplied cash balances.
• Prepare write-off/write-down requests and/or 3rd party collection agency requests as necessary; ensure all proper approvals are received prior to processing adjustments.
• Assist attorneys, secretaries and clients with all billing and collections related questions and/or requests.
• Monitor billing and AR hotline and time correction DTE alias on a rotational basis.
• Act as back up support and provide coverage for team as needed.
• Perform other related duties as assigned.

Desired Skills and Qualifications

• Self-Starter, able to work with minimal support and/or in a team environment with professionals at various levels while maintaining a positive and professional demeanor.
• Possess strong analytical and problem-solving skills.
• Effective verbal and written communication skills.
• Ability to handle and maintain confidential and sensitive information with the appropriate discretion.
• Ability to organize and prioritize multiple tasks in fast paced, deadline-driven environment.
• Attention to detail is required to proofread invoices/reports, emails, and other communication in order to deliver accurate and thorough work product.
• Ability to use good judgment to assess various courses of action and their potential impact.
• Demonstrate flexibility, professionalism, diplomacy, and tact to accommodate changing needs of the business.
• Contributes to building a positive team spirit.

Reporting to the Client Accounting Manager, the ideal candidate will have 2-4 years of finance and/or general accounting experience; Bachelor’s degree in accounting/finance required. Experience with legal billing and accounting systems is a preferred.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$68,000 - $95,750

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.

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