Senior Coordinator, Billing

Firm Summary
White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers and staff operating from more than 47 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.

It's not just about our global network of offices and shared services centers; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Our people represent 90 nationalities and speak 80 languages.

Position Summary
The Senior Coordinator, Billing to support the firm's billing cycle by preparing, editing, and finalizing bills with coordination with the Partners and other legal staff, Practice Assistants, Inventory Managers and Revenue Controllers, Finance Managers, and other employees. The Senior Coordinator, Billing is also responsible for preparing standard reports for Work in Progress (WIP), Accounts Receivables (AR), and Timekeeper Utilization.

Our Functional Area
The Global Finance team is led by the Firm's CFO, Steve Wrede, and is made up of approximately 280 team members around the world. Committed to our 2020 strategy for profitable growth, our core functions include billing and collecting Firm invoices, statutory accounting for the Firm and for individual offices, creating and distributing management reports, processing payments to vendors or reimbursements to employees and managing payroll for our people. Together, we work seamlessly across our network of offices and countries where we operate. Ours is a multicultural and supportive team, where everyone's contribution is welcome and where we share a mutual ambition to achieve our goals and take the Firm from strength to strength.

Our team's remit includes partner compensation and the maintenance of partner equity accounts; strategic procurement of vendor services; global tax strategies; inventory management, and finally analysis of the profitability of clients, matters and groups of timekeeper. We work with partners and with other business services groups to establish hourly billing rates as well as client-specific fee arrangements. Our Treasury team is responsible for global cash management, foreign currencies and hedging.

In consultation with Firm leaders, we set annual global revenue and expense budgets across Regional Sections and offices, including legal and business service departments. The team continuously reviews expenditures throughout the year to ensure that the Firm's resources are being used efficiently.

Duties And Accountabilities1
This role will provide general support for Billing operations, including Key Clients, Specific Office, or Specific Section, among others:

Invoice Generation

• Generate and prepare draft client bills through our Finance system, Elite 3E in compliance with any global agreements that may be in place for the client:
• Edit draft bills including, but not limited to, changes to narratives and hours, and any formatting as instructed by partners, associates, and/or other stakeholders.
• Provide accurate and timely completion of assigned requests and inquiry responses, ensuring that all tasks and duties completed are done within the Firm's set guidelines and policies.
• Resolve issues in different scenarios related to tax compliance and other statutory requirements

eBilling – eBilling Hub Submission

• Prepare, submit, and track status of electronic bills through eBilling Hub.

Back-ups

• Gather, organize and summarize back-ups for disbursements requested by clients, partners, associates, secretaries and administration employees.
• Identify and resolve issues on personal disbursements by conducting research in 3E records. Be able to facilitate extraction of supporting documents and conduct billing activities in order to correct invoices.

Reporting

• Generate standard billing reports in 3E, including WIP, AR, and Timekeeper Utilization. The billing coordinator must fully understand the basic fields used in the reports and should be able to help in the analysis as well.

Client Matter/Phase/Tasks/Activity Maintenance

• Update (or coordinate the update of) client and matter records as requested by the appropriate parties

Administrative

• Respond to the requests received through the White & Case Billing Mailbox and other corresponding mailboxes, and 3E Bullpen. Identify and resolve issues or queries, and/or endorse to the appropriate team/s.
• Coordinate with Cash Receipts and Accounts Payable teams to resolve any payment or vendor inquiries
• Address first level escalated issues and queries from billing coordinators
• Escalate issues as they arise according to the escalation path.
• Assist in preparing audit requirements and documentations
• Other ad hoc activities, as requested

Communication

• Plan and organize workflow to comply with established time constraints per request / allocation, to ensure to meet deadlines
• Prioritize, manage multiple assignments, and communicate the status and progress of assignments in a timely manner
• Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Relationship Management

• Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds
• Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
• Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality
• Foster good relationships with other members of the team and across the Firm