Willkie Farr & Gallagher LLP is looking for an experienced Billing Coordinator based out of any of our US offices (New York, DC, Chicago, Dallas, Houston, San Francisco, Palo Alto, Los Angeles) working West Coast hours (9am PT - 5pm PT). Willkie is an elite international law firm of approximately 1,200 lawyers located in 15 offices in six countries. 

The ideal candidate will have a minimum of five years’ experience to be a part of our growing Billing team. The Billing Coordinator will be responsible for bill preparation and management of inventory. The Billing coordinator will interface with our Partners, clients, CFO, Director of Finance, Billing Manager and vendors in managing electronic billing regulations and requirements, and work on ad hoc projects within the billing department. A successful candidate will develop smooth working relationships with their assigned Partners, administrative assistants and members of the billing team.

At Willkie, we believe great people are the key to our success. As such, we are offering a highly competitive compensation package with exceptional benefits. If you are looking to work in a friendly, collaborative environment that affords unique opportunities to expand your professional development, this role is for you.

• Print and distribute Proformas. Follow-up with Billing Partner regarding unbilled charges, especially those over 30 days.
• Prepare monthly narrative and detailed bills. Carefully observe and apply discounts ensuring adherence to client requirements; check discounts applied by the accounting system; follow up with partner/reviewer to ensure timely review and transmittal to clients.
• Edit time records, maintain and file documentation for adjustments in a timely manner; develop awareness of repetitive adjustments; suggest ways to improve the time-keeping and adjustment process.
• Send bills to clients via mail or email attachments, as well as submitting bills electronically using client-assigned vendors. In cases where the Partner sends out bills directly, ensuring the communication sent along with the bills are provided to accounting or that accounting is cc'd when sending.
• Manage workflow and coordinate and monitor the activity of administrative assistants who have access to directly edit time entries and distribute bills to clients
• Work with rate tables and client arrangements. Maintain information with respect to client-specific rates, discounts, disallowed charges and required task coding.
• Separately as it relates to electronic billing, manage submission of timekeepers for rate approvals; communicate and troubleshoot billing issues with attorneys/administrative assistant; track bill rejections and coordinate resubmissions; track timing of approval and payment of bills.
• Actively monitor client receivables and aging thereof. Work with management to monitor unallocated funds and expedite application to WIP and AR.
• Maintain professional and consistent communications with the firm's clients regarding their billing.
• Act as a resource to the billing department to provide ad hoc and standard reporting for requests that come from clients and partners. Learn and utilize the reporting tool Tableau and combined with Excel become the go to person for client billing related requests. Liaise with Financial Systems group for assistance and training when needed.
• Provide support and assistance to fellow billing coordinators as needed. 
• Additional duties as requested.

• Four year college degree preferred
• Prior experience working in a billing department for a law firm or professional services firm required
• Prior experience working with 3E required
• Knowledge of Word and Advance knowledge of Excel required
• Strong oral and written communications skills
• Ability to demonstrate good judgement and initiative
• Strong interpersonal and organizational skills a plus
• Ability to work well in a team environment
• A self-starter and have the ability to self-motivate, work with limited supervision and be solutions orientated

• Ability to sit at a desk most of the working day and walk short distances
• Needs manual dexterity, speed and accuracy in handling office equipment
• Ability to work efficiently and accurately in an atmosphere of frequent interruption
• Ability to work in close proximity to other individuals
• Must be able to lift, carry and move objects up to 15lbs. 

• Non-Exempt
• Hybrid

The salary range for this role is $110,000 - $120,000 annually and represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location. A summary of available benefits can be found here in the Career section of the Firm’s website.

Willkie Farr & Gallagher is an Equal Opportunity employer. We do not discriminate based upon actual or perceived: race (including hair texture, protective hairstyles and other traits associated with race), color, age, religious creed, citizenship, citizenship status and alienage, nationality, national origin or ancestry, ethnicity or creed, disability, genetic information or medical condition, reproductive health decision making, pregnancy or maternity, paternity, marital or civil partnership status, caregiver status, gender (including gender identity, expression, nonconformity, gender reassignment or status as a transgender individual), sex, sexual orientation or preference, veteran or military status, height, weight, any other characteristic protected by law or any combination thereof. We are committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let the hiring manager know.

Pursuant to the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO) and the San Francisco Fair Chance Ordinance, we will consider qualified applicant with arrest and conviction records.