Billing Assistant

Location: Hybrid | New York, NY 10165

Compensation: $55,000 – $60,000 / year

Position Overview

We are seeking a detail-oriented Legal Billing & Accounting Specialist to manage full-cycle legal billing, accounts receivable, and accounts payable. Operating in a hybrid capacity in NYC, this role ensures accurate financial processing, strict client compliance, and seamless coordination between attorneys, clients, and vendors.

Key Responsibilities

Legal Billing & Accounts Receivable (AR)

• Full-Cycle Billing: Coordinate monthly billing for assigned attorneys; execute complex bills, process edits, write-offs, transfers, and time/expense adjustments.
• E-Billing & Compliance: Generate LEDES files and submit invoices via client portals; monitor billing guidelines, resolve rejections, and liaise with e-billing vendors.
• Account Maintenance: Apply payments accurately in QuickBooks, maintain detailed client records, and reconcile billing discrepancies with clients and attorneys.
• Reporting & Collections: Prepare and analyze financial reports (AR Summary, Billing History, Aged WIP); support collections with appeals, deductions, and AR monitoring.
• Attorney Advisory: Respond to attorney inquiries regarding invoice status or payment delays, and advise on e-billing best practices.

Accounts Payable (AP) & Firm Operations

• Expense Processing: Process and code vendor invoices, expense reports, and check requests; secure proper internal approvals.
• Payment Execution: Schedule and execute firm payments via checks, ACH, and wire transfers while maintaining accurate vendor records.
• Special Projects: Assist with special financial projects and process improvement initiatives as assigned.

Qualifications & Skill Requirements:

• Experience: 3+ years of legal billing or accounting experience within a law firm setting.
• Industry Knowledge: Deep familiarity with legal billing practices (billable hours, retainers, and client guidelines).
• Core Skills: Exceptional attention to detail, robust organizational habits, and excellent time management.
• Communication: Strong interpersonal skills for frequent, professional client and vendor interactions.

Technical & Preferred Skills

• Systems: Proficiency with QuickBooks and dedicated legal billing software (e.g., Clio, TimeSolv, LeanLaw, or similar).