Naviga Recruiting & Executive Search is proud to partner with a leading global business law firm to find a collaborative, results-oriented Legal Executive Assistant to join their team. This prestigious law firm, headquartered in Chicago, IL, and London, England, is known for its multi-billion-dollar operations, employing over 3,600 lawyers worldwide. The firm fosters a culture of collaboration, high standards, and professional growth. This is a unique opportunity to work in a fast-paced environment that values problem-solving and innovation while supporting some of the top professionals in the legal industry.

Title:

Client Accounts Administrator

Location:

Hybrid - Los Angeles, CA | Palo Alto, CA | Phoenix, AZ | Sacramento, CA | San Diego, CA | San Francisco, CA | Seattle, WA

Key Notes

• Support a renowned, multi-billion-dollar global law firm with a reputation for excellence
• Work closely with high-level partners and clients, managing critical operations
• Join a culture of collaboration and high performance, fostering professional growth
• Hybrid work flexibility available after onboarding
• Competitive compensation and comprehensive benefits package

Responsibilities:

   US Clients

• Expected to manage complex billing in terms of volumes, global clients, and electronic billing assignments.
• Performs a variety of duties to support the full billing cycle to include reviewing and editing prebills, seeking requisite approvals for deferrals, write-offs and time transfers.
• Fields billing inquiries. Tracks and resolves tickets assigned by the Accounting Service Desk on a daily basis.
• Meets SLA requirements for response and resolution.
• High level of proficiency in BillBlast and key electronic billing vendor sites, quality assurance prior to client invoice finalization, and root-cause analysis for electronic bill rejection.
• Pursues root-cause rejection resolution.
• Maintains an accurate description of all client billing requirements which may also include guidelines established by the client’s general counsel.
• Updates and tracks changes to the requirements as necessary.
• Able to summarize and communicate to key stakeholders.
• Responsible for obtaining complex monthly reporting that may require collaboration with other teams.
• Reviews data for accuracy prior to submitting.
• Gathers and submits accrual information based on client requirements.
• Finalizes invoices and submits directly to the client (per policy) or provides to attorneys for transmission to the client (per approved exceptions to policy). Includes other billing information as needed.
• Submits finalized invoices electronically based on client requirements.
• Continuously strives to improve client service and deliverables.
• Utilizes knowledge of the legal industry to deliver appropriate solutions to the client.
• Shares expertise and knowledge to support team member development.
• Effectively engages with all team members.Able to proxy for or with manager when additional team support is required.
• Drives improvements through collaboration with other departments.
• Engages appropriate tools and resources provided to effectively deliver assignments and meet deadlines. Manages time efficiently.
• Other duties as assigned.       

   Global Clients

• Coordinates and leads global client unified billing. This includes managing global client account assignments and performing all full-cycle billing functions associated with both the firm’s and the client’s billing requirements.
• Responsible for obtaining complex monthly reporting that may require collaboration with other teams. Reviews data for accuracy prior to submitting.
• Liaises directly, or via assigned team support, with international counterparts to obtain accurate accrual and forecasting information for monthly client reporting.
• Keeps U.S. Billing Timekeeper informed and follows up with international counterparts as required to ensure that engaged locations stay within budget and issues invoices timely.
• Initiates troubleshooting issues with finance counterparts as needed.
• Tracks and resolves tickets assigned by the Accounting Service Desk on a daily basis.
• Generates global client LEDES files for electronic billing based on client requirements.

Requirements:

• 5 years’ experience successfully managing high volume billing portfolios in a law or professional services firm
• Experience as a team lead (preferred)
• Expert experience and knowledge with the following:
  • Client Accounts (to include domestic, global and e-Billing)
  • Direct Billing or Client Accounts
• Experience with Quality Assurance and strong understanding of pricing arrangements
• Experience with strong computer skills including advanced proficiency of Excel, as well as accounting systems such as Aderant
• Requires proficiency in e-billing applications such as Bill Blast or e-Billing Hub.
• Must be team-oriented and have the ability to work effectively and collaboratively in a fast-paced environment which may require long hours to meet workload needs
• Must have strong attention to detail
• Ability to troubleshoot and resolve complex problems
• Must have proven analytical skills
• Must exercise sound judgment and have decision-making skills
• Strong communication and interpersonal skills required to interact with business professionals and timekeepers
• Ability to work independently and is able to take direction well
• Ability to lead and manage a diverse team and provide training and guidance to ensure consistent application of billing procedures across the team

Education:

• High School Diploma required, Bachelor’s Degree in Finance, Accounting or similar field preferred