Billing Coordinator

About the role

THE FIRM As a leading international law firm, we are dedicated to excellence through impactful communication, collaboration, and community involvement. Our company culture has earned us one of the "100 Best Companies to Work For" for 27 consecutive years. This honor, along with many others, highlights our commitment to innovation and professional development. At Alston & Bird LLP, our foundation is made of trust, reliability, and compassion. JOB DESCRIPTION The New York office of Alston & Bird LLP is seeking an experienced Billing Coordinator with 2 + years of relevant experience to join our Finance team. This role is responsible for coordinating client invoicing and managing electronic billing across multiple client platforms, including handling complex adjustments to both PDF and electronic invoices. The Billing Coordinator will interpret and respond to reporting and information requests from attorneys, legal administrative assistants, clients, and other stakeholders. The successful candidate will consistently deliver a high level of client service while ensuring compliance with firm policies and procedures. This position requires regular communication with firm attorneys, client contacts, legal administrative assistants, and internal teams, both within and outside the firm, and works collaboratively with all members of the Finance department. ESSENTIAL DUTIES Maintain comprehensive knowledge of assigned client, attorney, and matter portfolios. Ensure client and matter data is accurately established and updated in a timely manner in accordance with firm policies and procedures; collaborate with the Rates team to confirm correct rate setup. Revise prebills based on billing attorney instructions, post approved changes to the accounting system, and generate client invoices. Ensure all billing requests and instructions comply with firm policies, client guidelines, and ethical standards; audit final invoices prior to client distribution. Track and manage prebills to ensure timely review and processing. Post finalized invoices to the accounting system and ensure all supporting documentation is properly and timely stored in iManage. Manage complex, high-volume billing for assigned clients, attorneys, and/or practice groups. Configure, maintain, and manage electronic billing profiles for assigned e-billing vendors, including new matter setup, timekeeper and rate approvals, task and activity codes, client billing guidelines, and follow-up on accounts receivable and reduced or rejected invoices. Collaborate with Financial System Specialists to fulfill advanced reporting and analytical requests. Oversee all billing activities for assigned electronic billing clients, attorneys, and other complex matters. Monitor accounts receivable, unbilled time, and costs for assigned clients and matters to ensure timely billing and collection; proactively communicate with stakeholders to resolve issues or concerns. Consult with attorneys and legal administrative assistants to identify solutions and best practices for meeting client billing requirements, utilizing the full functionality of the firm's billing systems. Effectively use reporting and inquiry tools within the firm's billing systems, Microsoft Excel, and other reporting platforms to respond to information requests from clients, attorneys, and legal administrative assistants. Deliver a high level of professional customer service and maintain positive working relationships with internal and external contacts; engage in routine communication with attorneys, client contacts, legal administrative assistants, and others both within and outside the firm. Maintain strict confidentiality of all financial and client information encountered in the course of job responsibilities. Perform special projects and other duties as assigned. SKILLS NEEDED TO BE SUCCESSFUL Strong analytical skills with exceptional attention to detail. Advanced electronic billing expertise across multiple client e-billing platforms, including BillBlast setup and maintenance. Proficiency with Aderant Expert legal billing systems. Advanced Microsoft Office skills, particularly Excel (e.g., VLOOKUPs, pivot tables, data analysis). Proven ability to resolve complex billing issues while adhering to firm policies and procedures. Excellent organizational skills with the ability to manage high-volume work, meet deadlines, and balance competing priorities in a fast-paced environment. Demonstrated commitment to delivering a high level of professional customer service to partners, legal administrative assistants, and administrative staff. Strong written and verbal communication skills, including the ability to interpret and clearly explain complex billing and technical information to diverse audiences. Ability to build and maintain positive working relationships within a team-oriented environment. Thorough understanding of firm and finance department policies, with the ability to identify i