Billing Specialist

Job Title: Billing Specialist
Introduction to the Company: We are a transactional law firm serving small businesses and entrepreneurs. Our focus areas include business formations, contracts, trademark registrations, and limited estate planning. This role is crucial for maintaining efficient revenue operations and supporting the legal production workflow in a fast-paced, system-driven environment.
Responsibilities and Tasks:
A. Pricing Proposals & Client Onboarding
• Prepare and send pricing proposals or engagement summaries after sales discovery calls.
• Calculate flat fees, phased fees, or hybrid billing models per internal pricing guidelines.
• Ensure proposals adhere to firm templates, branding, and turnaround expectations.
• Track proposal status and coordinate internally to confirm scope before invoicing.
• Facilitate smooth client onboarding with intake and legal staff collaboration.
B. Billing, Invoicing & Trust Accounting
• Generate and send invoices according to engagement terms and billing stages.
• Apply and record payments accurately; manage allocation between operating and trust accounts.
• Maintain compliance with law-firm trust accounting rules, including proper retainer handling, accurate trust balances, and clear transaction documentation.
• Support adjustments, credits, and billing reconciliations.
• Collaborate with Firm Administrator/Owner on billing questions and reporting.
C. Bookkeeping & Financial Support
• Perform light bookkeeping related to client billing and matter-level accounting.
• Maintain clear, auditable financial records.
• Assist with internal billing accuracy reviews.
• Identify and proactively flag financial discrepancies or compliance risks.
D. Legal Assistant & Paralegal Support (Under supervision of Senior Paralegal)
• Prepare and file documents with government agencies (e.g., Secretary of State).
• Collect, organize, and enter client data into firm systems.
• Assist with document drafting workflows using legal document automation tools.
• Manage checklists, deadlines, and matter milestones for transactional and estate planning work.
• Upload, organize, and maintain digital client files.
• Support attorneys and paralegals with general coordination tasks.
Qualifications:
Required
• Minimum 1 year of billing or bookkeeping experience (law firm billing preferred).
• Understanding of trust accounting principles.
• Experience handling financial data with high accuracy.
• Ability to follow structured systems, workflows, and templates.
• Maintain confidentiality and professionalism with sensitive information.
• Strong written communication skills.
Preferred
• Prior experience in a law firm or legal services environment.
• Experience supporting transactional or estate-planning matters.
• Familiarity with flat-fee or phased fee billing models.
• Comfortable working with multiple stakeholders (sales, administrators, attorneys).
• Experience with remote virtual/outsourced work.
• Knowledge of legal practice-management or billing software.
• Familiarity with legal document automation tools.
Hard Skills:
• Billing, invoicing, and basic bookkeeping.
• Trust accounting fundamentals.
• Data entry and financial record management.
• Document preparation and basic legal drafting support.
• Government portal filing (Secretary of State, IRS, USPTO) is a plus.
• PDF editing and document formatting.
• Calendar management and deadline tracking.
• Proficiency with Microsoft Word, Excel or Google Sheets, QuickBooks (preferred), and calendar tools.
• Tech-savvy with quick software learning capability.
Soft Skills:
• Exceptional attention to detail.
• Responsible, reliable, and deadline-driven.
• Confident and comfortable on client calls.
• Strong communicator: clear, concise, and professional.
• Problem solver with a proactive attitude.
• Team player supporting attorneys, paralegals, and sales staff.
• High confidentiality and discretion.
• Comfortable asking questions and seeking assistance.
• Process-oriented and compliance-focused.
• Adaptable and efficient in a virtual environment.

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