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Senior E-Billing Assistant
Main purpose of job:
The role is responsible for supporting the firm’s global E-billing function. This is a proactive role, supporting and working alongside the other E-billing Assistants to achieve accurate and timely delivery of invoices to clients. Maintenance of the E-billing intermediary platforms will form a key part of the role.
In addition, this role involves advising the business on acknowledged best practice in order to adhere to the clients billing guidelines.
Main duties and responsibilities:
Building effective relationships and using technical expertise to ensure the accurate and timely delivery of E-bills in compliance with the provisions of the Solicitors Accounts Rules :
Responsible for generating E-billing files (LEDES98B, BI, BI_V2, LEDES 2.0, LEDES 2.1) using the firms ERP system. Handling a heavy volume of complex uploads to various intermediary platforms in accordance with the clients billing guidelines and firm policies. Detailed knowledge of the LEDES file structures (for all types).
Taking ownership for maintaining the data held in the E-billing intermediary platforms, predominantly timekeepers, rates and budgets to facilitate the timely submission of invoices.
Invoice rejection management. Taking responsibility for aiding the resolution of any issues with effective communication to the partnership and/or clients in a timely manner.
Implementing new eBilling client set ups.
Maintenance of client matters held on the E-billing platforms. Identifying and completing the set-up of new matters in advance of invoices being submitted.
Coordinating the submission of accrual information for E-billing clients in adherence to the clients’ timetable requirements. Liaising with the relevant billing/credit control/reporting teams to ensure that the financial data submitted is accurate.
Monitoring and dealing with queries/invoice submission requests in the eBilling mailbox.
Interacting with a wide range of contacts at different levels, requiring an awareness of own impact on others and an adjustment of behaviour accordingly.
Applying commercial logic to advise the business on best practice in order to obtain the maximum financial benefit for the firm:
Regular interaction with the Finance Teams.
Maintaining constructive working relationships the MPs, MFEs and secretaries within the firm and key personnel within external organisations to ensure that focus is maintained on outstanding E-bills and E-billing queries.
Maintaining a high level of professionalism when dealing with contacts within external organisations and to help in resolving issues to achieve the best outcome for the firm.
Accepting responsibility and taking ownership of operational issues, finding practical solutions and escalating issues where appropriate.
Providing commercial and legislative advice as appropriate.
Education / qualifications / experience:
At least 5 GCSE grade C or above or equivalent qualifications.
Good knowledge of legal billing
Experience within E-billing is essential.
Exposure to multiple eBilling systems (Collaborati, TyMetrix 360, CounselLink, Tungsten)
To be able to demonstrate the application of best practice together with a commercial approach with regards to billing, rates, time recording.
To be able to demonstrate experience of building successful relationships and influencing.
Knowledge and technical skills:
Ability to use a wide range of communication methods.
Advance Excel skills.
Excellent working use of Microsoft office.
Ability to advise on system functionality and transactions (AX Dynamics knowledge an advantage but not essential).
Ability to advise the business on, and ensuring compliance with, GAAP, VAT legislation and the provisions of the Solicitors Accounts Rules and Money Laundering requirements.
Ability to ensure the correct VAT treatment is applied to all invoices, providing guidance on new or difficult issues re application of legislation
Excellent systems knowledge to include an understanding of the underlying technical information and the ability to extract relevant analytical data.
Please find further details in the job description below.
Simmons & Simmons offer a competitive salary and a generous benefits package.