Hogan Lovells

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The Client Account Specialist is responsible for complete ownership of the billing and collections cycle for designated portfolios of client matters. The Client Account Specialist ensures proper and accurate client account set up for billing, collection arrangements, and inventory management of assigned client portfolios. The CAS also develops strong collaborative relationships with attorneys throughout full cycle of client invoicing and collections and guarantees client services and satisfaction are attained in all areas of position.

JOB DESCRIPTION

• Responsible for complete ownership of the billing and collections cycle for designated portfolios of client matters. Establishes, fosters, and maintains professional and collaborative relationships with attorneys, business services personnel, and clients to ensure compliance with both attorney and client specifications; Manages all billing and collections processes from engagement to collections with tact, diplomacy, and effective negotiation skills.
• Reviews rates for accuracy, ensures fee arrangement is in line with the client’s outside counsel guidelines, monitors fee caps, tier discounts and matter budgets; escalates where potential issues might occur (delayed billings, exceeding fee cap, etc.).
• Manages proforma to final bill process; ensures that the Matter Supervising Partners (“MSP”) receive accurate proformas and that they return their proformas in a timely manner. Submits finalized bills/eBills in appropriate template format, adhering to attorney and client specifications. Ensures final bills have been submitted to the client and are posted in the finance system.
• Collaborates with the eBilling Team regarding new client and matter eBilling set-ups. Collaborates with Client Maintenance Team to update appropriate fields, according to client billing guidelines. Submits invoices electronically, taking accountability for successful submission and troubleshooting issues. Proactively follows-up regarding acceptance and timely payment of eBills.
• Communicates directly with clients as requested or as established, including following-up on eBilling collections and contacting clients as needed. Concisely communicates arrangements with MSP’s and clients regarding their matters; provides clients with requested information on any special billing and or collection arrangements. Responds to all inquiries relating to same.
• Responds to inquiries relating to accruals, billing and payment information; Recommends solutions based on billing trends relating to realization; Prepares ad hoc reports upon request.
• Prepares effective monthly billing and collections forecasts for assigned portfolio.
• Maintains updated proforma status report; ensures the system reflects the current status for all proformas
• Establishes effective back-up support processes (cross-training and knowledge transfer) to ensure seamless support for all portfolio matters; ensures adequate coverage when out of the office; communicates to co-workers and attorneys ahead of time; sets out-of-office messages.
• Participates in continuous improvement of processes for own portfolio and for the Client Account Specialist group as a whole; Offers constructive recommendations and solutions; Proposes streamlined processes; actively solves problems.
• All members of the firm are encouraged to participate in our Responsible Business program.
• Other duties as assigned

QUALIFICATIONS/REQUIRED SKILLS

• Strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to communicate effectively with lawyers, business services employees, and peers.
• Strong organizational and management skills and an ability to prioritize and complete simultaneous projects with minimal supervision.
• Experience working independently, within cross-functional teams, in a collaborative, professional environment.
• Ability to meet deadlines and work well under pressure.
• Ability to prepare accurate and detailed work product.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Basic math skills to perform billing and reporting tasks.
• Excellent critical thinking skills and problem solving in addition to perform the essential functions of the job.
• Ability to focus attention on a task for some length of time is needed to perform the essential functions of the job.
• Ability to use reasoning consistently to come to a conclusion is needed to perform the essential functions of the job.
• Exercises good judgment and decision making in performing essential function of position.
• Ability to speak Spanish is a plus.

TEAMWORK AND APPLIED SKILLS

• High level of business acumen and ability to multi-task.
• Ability to assess pertinent information, anticipate issues and outcomes, and make effective decisions.
• Talent for delivering client service through teamwork.
• Ability to exchange information, present ideas, and report in a clear and concise manner.
• Strong initiative to proactively increase value to the position.
• Strong organizational skills and ability to manage large amounts of data.
• Ability to organize time, prioritize workload effectively, and work independently.
• High comfort level with sometimes stressful client requirements.
• Reliability, dependability, and strong motivation to respond to requests quickly

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• Bachelor’s degree in Accounting, Finance or Business discipline preferred.
• Minimum three years dedicated specialized billing, collections or account management experience.
• Hands-on experience performing complex accounting analysis.
• Law Firm or professional services background preferred

HOURS

Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m. or 9:30 a.m. to 6:00 p.m., including one hour for lunch with flexibility for additional hours and travel. With respect to agile working and hybrid schedules, 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.

Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information or protected Veteran status.