PRIMARY DUTIES:

Support the lifecycle of an engagement, including opening new matters, engaging with matter owners (BTKs) to assess risk, helping to drive timely billing and collections, engaging with Core Accounting and Segment Finance to assist with revenue recognition, and closing matters when completed. 

• Work closely with BTK’s throughout the project lifecycle with primary objectives to:
• Reduce DSO and bad debt
• Ensure timely, accurate and professional invoices are sent to clients
• Reduce amount of time billable professionals invest in project management administrative tasks
• Ensure accounting has information needed to accurately record engagement revenue

Review New Matters for Assigned BTKs 

• Ensure Elite set up is consistent with LOE terms
• Confirm contact information for engaging and end clients is documented and accurate, and it’s accurately reflected on invoices
• Ensure e-billing requirements are noted and met, and information necessary for invoicing is documented
• Set up necessary task codes
• Confirm level of detail required on invoice – that will guide need to edit narratives
• Determine whether expense receipts must be submitted with invoice; remind engagement team to submit expenses on separate expense reports from other matters/non-billable 
• Review LOE terms to ensure compliance from billing perspective (e.g., must bill by 15th day following end of month; rate discounts; fixed fee; cap on expenses as % of fees, billable travel time) 
• Confirm whether retainer invoice should be prepared, including:
  • Determining whether an invoice is prepared or the client is expected to submit payment based on the LOE
  • Determining whether the retainer shows up as unallocated or an interim invoice
  • Relieving WIP as appropriate

Preparing Draft Invoice 

• Ensure rate adjustments cited in LOE /requested by BTK are accurately reflected in Elite and on invoice (e.g., 10%rate discount) 
• Ensure rates are within ranges cited in LOE; if not (e.g., fees exceed LOE cap/estimate) advise BTK and resolve 
• Process write downs/ups 
• Confirm Contractor invoices are in WIP at correct value and accurately posted as time or expense 
• Confirm soft costs are correctly posted 
• Edit narratives for spelling, grammar, consistency with guidelines.  Confirm rates are consistent with prior invoices unless client has been notified of rate increase 
• Ensure professionals’ titles are accurate 
• Ensure administrative fee is applied consistent with LOE 
• Ensure tax calculation is accurate (if applicable) 
• Check for truncated narrative entries due to length 
• Ensure payment terms are consistent with LOE (e.g., 30, 45, 60 days)  Ensure invoice period is accurately cited in cover letter, and T&M is consistent with period cited 
• Check invoice format for professionalism (layout, fonts, margins, remove extraneous info, put names in order of descending title and descending rate/list professionals’ time detail in same order) 
• Review misspellings and correct (or add proper nouns to dictionary) 
• If other practices or regions worked on matter, ask how to apportion write downs/ups, based on budget communicated to other region/practice 
• Coordinate with BTK regarding their preference for WIP reviews e.g., Word or Excel 
• Ensure draft invoice is 98%+ accurate before submitting for BTK review  Ensure cash-on-account is applied and replenished correctly to avoid preference action

Issue Invoice 

• Insert BTK Signature onto final invoice document 
• Only PDF format to be used for distribution to client(s) 
• If PA is not to send invoice directly to client, ask to be cc'd on distribution
• After e-mailing invoices, monitor any bounce backs and troubleshoot 
• Upon sending last invoice, ask if credit balance can be returned and matter can be closed

Engagement Management, including Risk Assessment 

• Review twice monthly list of WIP and A/R in aging buckets for matters under assigned BTKs 
• Prompt WIP billing – i.e., if BTK hasn’t responded to proforma/draft invoice, take prompt action 
• Prompt and assist with A/R collection 
• Review contractor invoices prior to submission to Outside Contractor Invoices; ensure necessary information has been documented (e.g., TK#, pay/bill rates, expense receipts) 
• Follow-up on status of contractor invoices to ensure billable time and/or expense has been entered to the applicable matter and payments issued or held. 
• For e-billed matters, check status of payment process and troubleshoot as necessary 
• Review application of payments received for accuracy; check ledgers for duplicate payments, misapplied payments 
• If payments don’t match invoiced amounts, advise STK/BTK and determine resolution (e.g., write off or pursue collection of short pays; return overpayment) 
• Interface with Segment Finance staff on status of WIP and AR for purposes of determining necessary reserves during monthly and quarterly closes 
• Update iMatter with significant matter status updates e.g., aged WIP or A/R, uncollectible amounts, new addendum , bankruptcy filing

QUALIFICATIONS AND REQUIRED SKILLS: 

• BS/BA degree strongly preferred. Minimum 5 years overall experience in engagement management, including billing and collections, in a law firm or other professional services environment. 
• Excellent working knowledge of PC and network environments and advanced knowledge of Excel required 
• Experience with Elite Enterprise financial systems a plus. 
• Excellent interpersonal and communication skills, both written and verbal, with all levels of the organization. Candidate will have frequent interaction with senior management personnel. 
• Proven ability to work as a team member in a fast-paced environment. 
• Detail-oriented and dependable.

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