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Billing Manager - Professional Services

Tulsa, OK

Billing Manager

The Billing Manager will play a critical role in managing the financial operations of the Firm by overseeing the end-to-end billing process. This includes working directly with the Controller and Director of Finance to ensure the efficient and accurate billing of professional services to clients while maintaining compliance with industry requirements and firm policies. This also includes ensuring billing deadlines and targets are met, identifying areas for process improvement, training, and oversight of the Billing team.

The role will require communication with partners, associates, and assistants as well as other members of Accounting on billing requirements, issue escalation and resolution.

The Billing Manager will also be responsible for the effective allocation of work across the team to ensure high-quality work product. This role will collaborate closely with cross-functional teams to streamline billing procedures, resolve issues, and align billing practices with broader Firm goals.

They must be comfortable communicating professionally via email, mail, or phone with key stakeholders at various levels of seniority both at an attorney and client level. The individual must possess exceptional communication skills both written and oral, be able to anticipate issues and to work said issues towards resolution, be conscientious, be able to multi-task in a high paced environment.

Duties and Accountabilities
  • Understand the pricing of matters and client agreements that helps drive profitability
  • Understand specific clients’ payment process and requirements
  • Work to ensure clients are billed within correct fee structures, and in adherence to both Firm pricing policy 
  • Establish and maintain strong relationships with clients and e-billing platforms to facilitate seamless billing processes; monitor and analyze e-billing data to identify trends, areas for improvement and opportunities to increase billing efficiency
  • Stay up to date with industry best practices and changes in e-billing regulations to ensure compliance
  • Help to drive the year-end billing process, and provide clear reporting of results in real time
  • Support the yearly rate maintenance process that includes the implementation of new client rate structures and the matriculation of timekeeper rates
  • Help to drive the improvement of key metrics such as, but not limited to, improving Days to Bill and Collect, reducing Average Days to Release hours, reduction in unallocated cash balances, increasing percentage billed
  • Coordinate maintenance of staff attendance and time off requests as well as the performance review and evaluation and compensation process
  • Training for new joiners on Firm approved billing processes and procedures
  • Ensure the billing team is providing support as needed to ensure bills are prepared accurately and in accordance with Client’s Outside Counsel Guidelines
  • Complete special projects and ad hoc projects and requests as required
  • Promote effective work practices, and provide guidance and instruction to team members
  • Bachelor’s degree in a related field or equivalent experience
  • At least 5 years of experience in billing or revenue management with a proven track record of success
  • In-depth knowledge of billing processes, including e-billing systems, billing software and industry best practices
  • Familiarity with various billing guidelines and regulation relevant to the legal industry is a plus
  • Proficiency in using billing software and e-billing platforms
  • Excellent verbal and written communication skills to interact with clients, team members, and other stakeholders effectively
  • Demonstrated leadership and team management skills, including the capacity to motivate and develop team members
  • Strong communication skills, able to interact at all levels
  • Exceptional attention to detail
  • Ability to organize workflow and use time efficiently
  • Ability to anticipate work needs and effectively distribute workload amongst team
  • Exceptional determination, self-motivation and interpersonal skills and resolve
  • Proficient in Microsoft Office, particularly MS Excel and MS PowerPoint

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