Billing Operations Coordinator

This is a Full Time Job

This position is responsible for managing and maintaining legal billing rates within our legal matter management billing system and providing various support functions to the Legal Operations Department. You will be accountable for planning and providing an annual analysis on rate increases that will be presented to senior management. In addition, you will manage and track alternative fee arrangements for the company and will set rates on an ad hoc basis with a focus on cost savings.

You will work closely with Finance, the Legal Billing Department, domestic and international external vendors and internal legal staff (both domestic and international).

Responsibilities:

• Manage and maintain legal billing rates within our legal matter management billing system
• Plan and provide annual rate analysis for vendor rate increases to be presented to senior management at the end of each year
• Create presentations for senior management related to amounts saved by Viacom’s rate setting processes, legal vendors, annual spend and cost savings efforts.
• Track and oversee alternative fee arrangement (AFA) matters for annual reporting; assist attorneys with setting up and tracking all AFAs
• Manage relationships with external vendors and regularly address time sensitive rate and invoicing-related inquiries; ensure all vendor contact information is up to date in our matter management system
• Assist with legal vendor conflicts checks
• Run regular and ad hoc financial reports out of our legal matter management system and our accounts payable system (SAP)
• Work with internal attorneys and staff to help onboard legal vendors and set rates
• Assist with the department’s quarterly budgeting process by contacting internal attorneys to follow up on legal matter budgeting
• Address internal inquiries related to rates, invoicing, accruals, budgeting and vendor set up on an as-needed basis
• Onboard new legal vendors

Basic Qualifications

• Bachelor’s Degree, preferably in Business, Accounting, Finance or related
• 2 years’ experience in a corporate department
• Expert in Excel

Additional Qualifications

• Strong professional communication skills, this individual will have frequent contact with internal/external counsel, law firms/outside vendors and must be able to communicate effectively with all levels of management
• Previous experience in a law firm or professional services organization, supporting a multi-office environment preferred
• Ability to handle confidential information, high degree of accuracy and attention to detail.
• Proficient customer service skills, good organization skills and work ethics
• Team work is important in this position, but many of the tasks are done independently and require a self-driven individual.
• Self-motivator with a positive professional disposition
• Ability to operate in a fast-paced business environment, desire and willingness to learn new skills
• Experience with Legal billing processing (preference for experience with TeamConnect/Collaborati)
• Experience with SAP a plus

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