Business Administrator (Billing)

Key Responsibilities

The purpose of this role is to support the Legal Operations teams within the Fee Earning departments to ensure the smooth running of the client/matter lifecycle, following documented procedures, ensuring all required information/documentation is obtained, issued and correctly stored on the Firm's systems.

The main duties include, but are not limited to:

Supporting the Legal Operations teams with:

• The production of billing guides, inputting of billing data, the distribution of invoices to clients and the filing of all bill related documentation including:
• Liaising with each of the Partners/ Associates to ensure all invoices are produced accurately and on time in accordance with the billing timetable.
• Managing disbursements and liaising with clients and external providers to ensure timely processing of payments.
• Liaising with the PAs to ensure invoices are distributed to clients in a timely manner.
• Dealing with internal queries and working in conjunction with the relevant individuals in the firm to ensure issues are dealt with promptly.
• Working in conjunction with the PAs to manage external client queries and ensuring that these are dealt with professionally and efficiently.
• The matter opening processes.
• Archiving, in particular the scanning and proper scheduling of deeds and documents.
• Filing, scanning, printing and photocopying.
• Using technical applications such as Docusign, PDFDocs, Bundle Docs, High Q and other apps.
• Managing data sites for transactions and clients.
• Logging referrals and contacts to InterAction and updating the systems.
• Processing fee earners expense claims.
• Producing engrossments and the binding of legal documents, both hard and soft copy.
• Arranging couriers.
• Co-ordinating the incoming and outgoing daily post.
• Supporting the Fee Earners with room bookings and Audio-Visual support.
• Working with other legal operations colleagues in the business with a view to providing holiday, illness, and other necessary cover to agreed standards.
• Providing ad-hoc support to the Fee Earners on other matter management-related tasks as and when required.
• Recording tasks and assigning tasks and workflow on a task management system.
• Supporting fee earners with Tech applications.
• Maintain various spreadsheets and systems with the location of original documents.

Key Skills & Experience

• Previous experience within a customer service role or a professional service environment
• Minimum 2 years' of previous billing or finance experience.
• Strong academic background.
• A strong team player, willing to help with other tasks as needed in order to meet the needs of the business.
• Organised and methodical, with excellent attention to detail.
• Well-developed interpersonal skills, with the ability to work effectively with a range of people.
• Able to communicate effectively, with warmth and professionalism, to clients and colleagues both orally and in writing.
• Genuine interest in the legal field is desirable.
• Ability to demonstrate experience in dealing with time-critical situations is desirable.
• High levels of discretion, the ability to deal effectively with sensitive or confidential information and to maintain confidentiality in respect of those matters which are commercially sensitive or secret and only share them with colleagues and others on a need-to-know basis who are themselves bound by an obligation of confidentiality.

Please note that this job profile is not an exhaustive list of duties but merely an outline of the key components of the role. You may be required by your line manager to take on additional responsibilities when requested.