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JOB TITLE

Billing Administration Assistant - Fixed term contract for 12 months

DEPARTMENT

UK Office Legal Practice Groups, supporting specific groups as required based on business needs

OFFICE LOCATION

Birmingham office

REPORTS TO

PA Manager

WORKING HOURS

35 hours per week, 9:30am to 5:30pm but additional hours may be required. We are happy to consider agile and flexible working patterns. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office, please contact a member of the recruitment team to discuss further.

DEPARTMENT DESCRIPTION

Secretarial Services is one of the firm’s support departments and is responsible for delivering a high quality, consistent secretarial and administrative service to our internal and external clients.

ROLE OVERVIEW

Supporting the legal practice groups and Secretarial team to ensure proper and accurate client account billing to deliver a high level of client service and satisfaction. You will be liaising with Partners, fee earners and PAs to collate the required information to progress bills to completion. You will also collaborate with Accounts Receivable to ensure a smooth end to end billing cycle is maintained.

KEY RESPONSIBILITIES/ACCOUNTABILITIES

Checking all draft billing proformas, ensuring fees are accurate, disbursements have been picked up correctly and required evidence included

Refer to client building guides and build a strong knowledge of the client requirements for the bills you are responsible for processing

All time entries and narratives are checked and amended before authorised proformas are sent to Billing

Checking Elite 3E to ascertain status of invoice in system and liaising with Billing and Collections

Preparing billing review documentation in Excel where required

Acting as the first point of contact for client queries regarding invoices, liaising with matter handler/partner, cancelling invoices and arranging credit notes

Liaising with Billing AP, Cashiers and Collections on a daily basis, requesting disbursements be added, requesting amends/transfers, requesting monies on account to be applied and other various tasks

Assisting with clients requiring e-billing

Assisting with queries regarding Client and Matter database maintenance

Chasing missing timesheets

Support wider Billing Assistant team and department administration tasks to manage workload peaks and troughs when capacity allows

Efficient use daily of workflow tracker to record status of bills and actions completed/next steps

PERSON SPECIFICATION

Qualifications and training

Advanced IT skills
Strong Excel skills
Although not necessary, would be helpful to have experience of Elite, 3E or a similar system. Carpe Diem (or other time recording software) beneficial
Full training on document management and practice management systems and workflow tools will be provided

General attributes

Attention to detail – a high level of accuracy is essential
Ability to prioritise and act on own initiative
Ability to meet deadlines and work under pressure
Ability to build professional relationships and to communicate at all levels
Ability to work as a team with other roles supporting the delivery of an efficient billing process Professional in conduct and appearance at all times
Punctual at all times

AGILE WORKING STATEMENT

Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further.

EQUAL OPPORTUNITIES EMPLOYMENT STATEMENT

It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin, religion, sex , gender and gender identity, age, sexual orientation, civil and family status or disability.

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Billing Administration Assistant (FTC 12 months) (Birmingham)