E-Billing Coordinator

Calfee, Halter & Griswold LLP (Calfee), a full-service corporate law firm with offices in Cleveland, Columbus, Cincinnati, and Indianapolis has an opportunity for an E-Billing Coordinator to join its Cleveland office.

The E-Billing Coordinator is responsible for managing all aspects of electronic client billing in accordance with the Firm’s policies, client‑specific billing guidelines, and industry best practices. This hands‑on role focuses on the accurate, timely, and compliant preparation, submission, and follow‑up of electronic invoices through various e‑billing platforms. This role requires strong attention to detail and a proactive approach, with the ability to perform well in a fast‑paced, team‑oriented environment. Professionalism, accuracy, and strict confidentiality are essential.

Responsibilities:

• Manage all electronic billing (e billing) activities for assigned clients, ensuring invoices are prepared, formatted, and submitted in full compliance with client billing guidelines.
• Utilize e billing systems such as E-Billing Hub (EBH) and client mandated third party platforms (e.g., Legal Tracker, CounselLink, Collaborati, Tymetrix) to upload, monitor, and track invoice status.
• Review, prepare, and revise electronic invoices based on attorney instructions, client guidelines, and system requirements before submission.
• Monitor invoice rejections, disputes, appeals and short pays within e-billing platforms; research causes, make necessary corrections, and resubmit promptly.
• Communicate directly with billing attorneys to clarify billing requirements, obtain approvals, and ensure swift turnaround on prebill edits and e billing submissions.
• Maintain a thorough understanding of client billing arrangements, rates, discounts, and matter level requirements to ensure accurate invoice setup and compliance.
• Prepare and distribute initial prebill drafts for attorney review and incorporate edits to ensure accuracy prior to electronic submission.
• Process time and cost adjustments related to unbilled activity, including transfers and corrections to ensure proper client/matter allocation.
• Track invoices throughout the billing cycle, including attorney review, submission, client validation, approval, escalating delays or urgent issues as needed.
• Generate billing estimates and provide billing status reports for clients with monthly or project-based budget/accrual requirements.
• Assist with the reversal, revision, and resubmission of invoices, when necessary, due to client or attorney request.
• Respond to billing related inquiries, troubleshoot e billing platform issues, and collaborate with attorneys, staff, and clients to resolve discrepancies.
• Support the Client Accounting Manager with billing-related projects and cross-functional accounting duties as assigned.

Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Minimum 2-3 years of billing or accounting experience in a professional services environment, preferably in a law firm.
• Hands‑on experience with e‑billing processes and platforms such as E‑Billing Hub, Legal Tracker, Collaborati, CounselLink, or similar systems strongly preferred.
• Experience with Elite, 3E, or CMS accounting software required.
• Advanced proficiency in Microsoft Office 365, particularly Excel and Word.
• Strong verbal and written communication skills.
• Ability to analyze billing issues, interpret client guidelines, and problem‑solve effectively.
• Excellent organizational skills with the ability to manage multiple deadlines and shifting priorities.
• Ability to work efficiently under pressure and adapt to last‑minute billing changes.
• Strong interpersonal skills with the ability to communicate professionally with attorneys, clients, and internal staff.
• Exceptional attention to detail and commitment to accuracy.
• Demonstrate commitment to client service excellence.
• Ability to independently prioritize tasks while also functioning effectively as part of a team.
• Ability to learn and adapt to new technology as Firm or client requirements evolve.

The salary range for this position is $65,000 - $80,000 per year.

We offer a competitive compensation and benefits program and an excellent work environment. We are an Equal Opportunity Employer.