Billing Coordinator

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

This non-exempt position is responsible for compiling, managing, and executing attorney billing. This includes gathering all billing information, creating, and obtaining approval on several hundred proformas, and creating and distributing final invoices. This individual will support and interface with multiple billing attorneys in different practice areas across all of our Haynes and Boone office locations. This person will also communicate with secretaries, staff and Firm clients while maintaining confidentiality of client and firm matters.

Essential Duties

• Create, review, and edit proformas in response to attorney and secretary requests.

• Execute complex bills in a timely manner (e.g., multiple discounts by matter, split‐party billing, preparation of electronic bills).

• Compile supporting back-up documentation as required.

• Submit invoices by mail, email, and e-billing via eBillingHub and other e‐billing sites as required.

• Configure and maintain information on e‐billing sites including setting up new clients, new matters, new timekeepers, and new rates, and communicate with clients in regard to setup efforts.

• Address and resolve e-billing disputes, rejections, and short pays timely.

• Ensure compliance with existing Firm billing policies and procedures, recommending changes when necessary.

• Ensure compliance with meeting all client, firm, and attorney deadlines (e.g. accruals, budgets, invoicing, status reports).

• Review, assess and ensure compliance with Outside Counsel Policies and Procedures.

• Review, assess and provide feedback, when requested, on the billing requirements within new client engagement letters.

• Create and maintain desktop procedures including any attorney, client or matter special handling requirements.

• Review and approve all new client and matter intake forms to ensure accurate setup in 3E including billing arrangements, rates, and discounts.

• Assist with verifying any new application changes or enhancements.

• Create and ensure compliance with any client-specific reporting requirements (e.g., accruals, budgets, timekeepers, rates).

• Communicate professionally and courteously with clients, attorneys, paralegals, and other staff.

• Create billing schedules and various other billing analyses as needed.

Other Duties

• Assist with special projects as needed.

• Perform other related duties as assigned.

Reporting Relationship

The Billing Coordinator reports directly to the Manager or Supervisor of Billing and works closely with various partners in leadership positions. This position does not supervise staff.

Qualifications

Knowledge/Experience

One to three years of relevant experience is required. This individual must have proficient knowledge in accounting processes and Microsoft Office applications, primarily Excel, Word and Outlook.  A solid understanding of the billing processes in the professional services industry (ideally within a law firm environment) is preferred. A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is needed for this position.

Skills

The Billing Coordinator must have superior attention to detail, time management and organizational skills. Additionally, the ideal candidate must possess strong analytical skills and be able to effectively multi-task and prioritize work to meet aggressive deadlines. The individual must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team. The ability to work with many different types of personalities at all levels of organization is a must.

Education

An associate degree in accounting or related field is required; a bachelor’s degree is preferred. Equivalent experience will be considered.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs.; This position requires constant communication and exchange of information with the Firm attorneys, clients, and staff; This position must be able to inspect and

observe information on a computer screen at least 80% of the time.

Working Conditions

Office Environment. Occasionally working additional hours beyond the normal schedule will be required to meet firm or client demands.