Billing Supervisor

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 exempt position is responsible for providing supervision, coaching and mentoring to the Senior Billing Coordinators and Billing Coordinators. This individual will assist with the development and maintenance of billing processes and standards to ensure overall billing quality. The supervisor will review engagement documentation to ensure billing compliance and assist with system change control activities that may be necessary to support the engagement. This position will also support monthly proforma processing and client matter rate and discount maintenance. This individual will interface with billing attorneys, staff and the firm’s clients while maintaining confidentiality of client and firm matters.

Essential Duties

• Monitor billing coordinator workloads and activity, review and approve employee time in Workday and document and perform annual employee appraisals.

• Ensure team and firm billing policies, procedures, and timelines are followed and recommend improvements to same.

• Oversee and manage the monthly proforma creation and distribution process.

• Oversee and manage response to client accruals/charge estimates and other client-specific reporting requests.

• Conduct training sessions with new hires, attorneys, and secretaries in group settings, as well as on an individual basis.

• Work with the firm’s Business Development team in reviewing and responding to RFPs.

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

• Assist with system change control items that impact the billing team including documenting functional requirements and performing user acceptance testing.

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

• Monitor and respond to email received in the billing group team mailbox.

• Manage and monitor the billing group calendar.

• Enter and maintain client and matter special rating and discounting.

• Support month-end billing processes and proforma creation.

Other Duties

• Assist with special projects as needed.

• Perform other related duties as needed or assigned.

Reporting Relationship

The Billing Supervisor reports to the Manager or Senior Manager of Billing and works closely with various partners in leadership positions.

Direct Reports: Electronic Billing Coordinators.

Qualifications

Knowledge/Experience

Five years of relevant billing experience and three years of supervision experience are preferred. The Billing Supervisor must have proficient knowledge in Microsoft Excel and other Microsoft Office applications.  A solid understanding of the billing processes in the professional services industry (ideally within a law firm environment) is required. 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 Supervisor must have superior attention to detail, time management and organizational skills. Additionally, the ideal candidate must possess superior 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. The ability to work with many different types of personalities at all levels of organization is a must. This individual must have the ability to answer questions while maintaining confidentiality.  A sense of “urgency” is of an utmost importance.  Must be flexible and able to adapt to change quickly.  Must have a desire to train, coach and mentor staff from entry level up to Senior Billing Coordinator.

Education

A bachelor’s degree in accounting or related field or equivalent experience is required.

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 and remote environment; will be required to work additional hours beyond the normal schedule to meet firm or client demands.