Billing Assistant

My client ia seeking a Billing Assistant to play a crucial role in supporting their firm's financial operations.

Day-to-Day Responsibilities:

• Billing Preparation and Processing:

  • Prepare draft bills for fee earner review, ensuring alignment with client agreements and billing guidelines.
  • Produce clear and accurate billing narratives.
  • Check draft bills for accuracy, completeness, and compliance with client requirements.
  • Process amendments and corrections to draft bills as instructed by fee earners.
  • Finalise and issue bills to clients following fee earner approval.
  • Manage client-to-office transfers and ensure timely billing in accordance with the firm's deadlines.
  • Process credit notes and adjustments as required.

• Disbursement Management:

  • Record, verify, and process disbursements with correct VAT treatment.
  • Include relevant disbursements on bills and resolve any related queries with fee earners.
  • Maintain organised records of disbursement documentation.

• Client-Specific Billing Requirements:

  • Prepare bills in required formats, including e-billing and client templates.
  • Submit invoices through client billing portals and ensure compliance with panel requirements.
  • Apply client-specific billing arrangements such as fixed fees, caps, or discounts.

• Billing Administration & Record Keeping:

  • Maintain accurate billing records, schedules, and trackers within the practice management system.
  • File invoices and supporting documentation to ensure clear audit trails.
  • Produce billing reports for fee earners and management as needed.

• Client & Fee Earner Support:

  • Respond to billing queries and provide guidance on billing processes.
  • Liaise professionally with clients and internal stakeholders on billing matters.
  • Escalate complex issues where appropriate.
  • Maintain accurate client and matter data in the system, support system updates, and test new billing functionality.

• Month-End & Reporting Support:

  • Support month-end billing runs and revenue reporting.
  • Assist with billing statistics, performance data, and ad-hoc analysis.
  • Help coordinate billing schedules to meet deadlines.

Required Skills & Qualifications:

• Previous billing or accounts experience, ideally within a professional services or legal environment.
• Understanding of time recording, billing principles, WIP, hourly rates, fixed fees, and alternative fee arrangements.
• Basic awareness of VAT in the context of legal services.
• Experience with practice management systems and confidence navigating multiple databases.
• Proficient in Microsoft Excel, Word, and Outlook; strong data entry accuracy.
• Ability to produce standard system reports and maintain accurate records.
• Familiarity with e-billing systems and client portals is desirable.
• Excellent communication skills with a clear, professional manner.
• Strong relationship-building skills and a collaborative approach across all levels.
• High attention to detail, strong numeracy, and commitment to accuracy.
• Organised, efficient, and able to prioritise multiple matters and meet tight deadlines.
• Proactive, self-motivated, and confident using initiative.
• Ability to remain calm under pressure and resilient during busy billing periods.
• Discreet, professional, and able to handle sensitive information appropriately.

9-5.30pm

2 days in the office and 3 from home