V107C - Legal Billing Administrator

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Job Description:

Job Duck is seeking a highly organized and detail-oriented Legal Billing Administrator to support the accurate and timely management of billing, accounts receivable, payment processing, and collections activities. This role plays an important part in maintaining healthy financial operations by reviewing timekeeping records, preparing invoices, monitoring payments and retainers, and following up professionally on outstanding balances. The ideal candidate is proactive, dependable, and comfortable communicating with clients and internal team members while handling sensitive financial information with discretion. Someone who enjoys working independently, identifying discrepancies, maintaining accurate records, and keeping recurring financial processes moving on schedule will thrive in this position. This is an excellent opportunity for a resourceful professional who takes ownership of their work while knowing when to escalate exceptions or matters requiring additional review.

• Monthly Compensation Range: From 1,015 to 1,100 USD

Responsibilities include, but are not limited to:

• Monitor client retainers, installment schedules, payment arrangements, and outstanding balances, providing timely and professional follow up with clients when payments or replenishments are due.

• Manage the billing cycle, including preparing pre bills, processing approved adjustments, generating final invoices and statements, and maintaining accurate billing records.

• Review timekeeping and billing records for accuracy and completeness, following up with attorneys and staff to resolve missing entries, discrepancies, or documentation issues.

• Coordinate with attorneys and internal team members regarding nonpayment concerns, recurring billing issues, and accounts requiring escalation while ensuring all activities follow established procedures and professional boundaries.

• Maintain accurate billing and collections records, update cash flow forecasts, and prepare accounts receivable, collections, and payment reports to support financial oversight.

• Respond to client billing inquiries and clearly explain invoices, payment status, retainers, and payment processes while escalating disputes, exceptions, or matters requiring legal judgment.

• Process and reconcile client payments, ensuring transactions are applied to the correct accounts and investigating missing, delayed, or incorrectly recorded payments.

• Manage routine accounts receivable and collections activities, including contacting clients regarding overdue balances, tracking collection efforts, monitoring aging accounts, and escalating accounts requiring additional action.

Requirements:

• 2 years of experience in an administrative, billing, accounting support, or assistant role within a professional services environment

• Previous law firm experience is preferred

• Experience with billing, invoice preparation, payment tracking, accounts receivable, or collections

• Strong written and verbal English communication skills, including professional business writing, grammar, and proofreading

• Proficiency with Microsoft Office, particularly Outlook and Excel or comparable spreadsheet applications

• Comfortable working with billing, accounting, case management, CRM, or practice management systems

• Ability to handle confidential client and financial information with discretion

• Ability to work independently, manage recurring deadlines, and maintain accurate records

• Billing and invoicing

• Accounts receivable management

• Collections and payment follow up

• Payment processing and reconciliation

• Financial recordkeeping

• Timekeeping review

• Retainer and installment payment monitoring

• Cash flow tracking

• Reporting and financial administration

• Excellent attention to detail

• Strong organizational and time management skills

• Critical thinking and problem solving

• Strong written and verbal communication

• Professional client communication

• Proofreading and business writing

• Sound judgment and discretion

• Ability to identify and investigate discrepancies

• Ability to work independently and take ownership of recurring processes

• Confidence when following up with clients, attorneys, and staff

• Proactive and dependable work style

• Collaborative mindset

• Curiosity and willingness to seek clarification when needed

• Location and timezone: Remote, Eastern Standard Time (EST)

• Working Hours: Monday to Friday

• Expected call volume: Light to moderate

• Software and Tools Required:

- CRM: Lawmatics experience is a MUST

- Other: Outlook, Excel

Work Shift:

8:00 AM - 5:00 PM [EST][EDT] (United States of America)

Languages:

English, Spanish

Ready to dive in? Apply now and make sure to follow all the instructions! 

Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.

Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.