Billing Administrator-NIGHT SHIFT

Role & responsibilities

Client Service

• Maintain and build internal and external client relationships by providing exceptional client service

• Commit to outstanding client service by proactively connecting and building rapport with both internal and

external clients

• Assist with resolving complex client issues and suggest favourable solutions

Invoicing

• Setup and maintain client codes in the firms proprietary accounting software (iPower) based on information

provided by the partner, manager and/or partner assistant.

• Set up new client job codes in iPower, including all associated maintenance (e.g., budget rates)

• Confirm invoicing arrangements with the client representative prior to issuing the first invoice to ensure high

quality

• Monitor WIPs, review engagement letters to determine fees to be charged, and liaise with managers to ensure

out of pocket expenses are captured

• Draft, finalize, and issue invoices to clients on a timely basis to support achievement of partners monthly

billing targets (i.e., NIDO)

• Reconcile and relief of related time and expense charges in the firm’s proprietary accounting software (iPower)

• Liaise with managers to ensure internal revenue allocations are agreed in advance and billed as part of the

progress billing cycle where applicable

• Respond to client queries regarding invoices, including preparation of analyses and preparation of amended

invoices when required (as directed by the partner/manager)

• Prepare, finalize and issue credit notes

• Prepare bad debt request forms or cash transfer request forms with partner approval

• Update and manage fee schedules

WIP Management

• Prepare monthly detailed analysis of WIP (as required by the partner/manager) to ensure the WIP value

reflects what is expected to be recovered in fees from the client. When it doesn’t, prepare month-end WIP

provisions for review with partner/manager

• Monitor and/or manage the partner’s overall financial investment, including WIP, A/R and cash collection

actuals to target (i.e. NIDO)

• Track fees against budget, and conduct global fee reporting as required

• Generate reports using the firm’s proprietary accounting software (iPower) to help monitor a partner’s

commercial performance

• Monitor and maintain changes to project job budget rates as directed by partner/manager

• Update and maintain billing schedules

• Respond to queries from LoS Finance Directors in relation to engagement financial performance

Accounts Receivables

Where a Collections Specialist is not involved, then the Billing Administrator is responsible for:

• Monitor partners’ monthly cash collection target and actual cash receipts to support achievement of target

• Respond to requests from Finance in regards to cash allocations to sub ledger

• Initiate reminders to clients and diligently follow up to ensure timely resolution, as directed by

manager/partner

• Generate monthly aged A/R reports and review with partner to determine actions required for aging accounts

• Provide collections with outstanding payment requests, as directed by manager/partner

• Maintain A/R notes against the bill record to describe any follow up activities performed

• Review the Electronic Funds Transfer database

General

• Liaise between practice and Finance staff regarding any administrative problems

• Prepare and maintain Year-to-Date fee summaries as required

• Review and maintain billing information such as client codes, billing rate schedules, and other data

Skills and attributes

Skills

• Strong written and oral communication skills

• Self-starter with the ability to manage multiple projects and meet deadlines

• Proven interpersonal, organizational, analytical and problem solving skills

• Strong technical skills in Excel and Word

• Strong understanding of end-to-end financial processes including a numerical aptitude

• Strong knowledge of internal systems such as Google Mail, Google Hangouts, other Google applications and the

firm’s proprietary accounting software (iPower)

Attributes

• Demonstrates a commitment to providing excellent client service, by building and maintaining productive

relationships with both internal and external clients

• Demonstrates ability to manage relationships and communicate effectively at all levels

• Confidence in ability to work in a highly technical and changing work environment

• Confidence to engage partners in billing, A/R management and collections activities

• An ability to work in an environment where performance goals are measured and tracked

• Demonstrates a professional attitude, discretion, integrity and tact at all times

• Able to negotiate and influence effectively, with an ability to challenge in a constructive manner

• Ability to work under pressure and navigate effectively in a matrix organization/partnership structure

• Demonstrates ability to work in a multi-tasked, fast-paced and changing environment

• Self-starter with the ability to manage multiple projects and meet deadlines

• Ability to work independently and with minimal direction

• Willingness and ability to learn other software package applications

Experience

• Experience in accounting and/or relevant financial management

• Experience working in a professional services firm is an asset

• Client service experience is an asset

• Experience supporting senior level staff

SHIFT:6pm-3am