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Billing Manager

Billing Manager

KAHANA & FELD LLPIrvine, CA, US
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Job Description

Job Description

Description : Position Summary

The Billing Manager is responsible for managing the full billing cycle across the firm, ensuring accurate, timely, and compliant client invoicing. This role oversees billing operations, supervises billing staff (if applicable), and collaborates closely with attorneys, clients, and administrative departments. The Billing Manager ensures that billing practices align with client guidelines, firm policies, and industry standards to support revenue recognition and cash flow objectives.

Key Responsibilities

Billing Operations

  • Manage the preparation, review, and processing of client invoices in accordance with firm policies and client billing guidelines.
  • Review pre-bills, make necessary edits, and finalize invoices for distribution.
  • Oversee implementation and compliance with client-specific billing arrangements, including alternative fee arrangements (AFAs), split billing, and e-billing requirements.
  • Ensure all billing deadlines are met, including month-end and year-end closing schedules.
  • Manage billing software systems; implement improvements to streamline processes and ensure data integrity

Team Management

  • Supervise and mentor billing coordinators or specialists.
  • Assign tasks, monitor performance, and provide ongoing training to improve billing accuracy and efficiency.

    • Client and Attorney Support

  • Serve as a primary point of contact for billing inquiries from attorneys and clients.
  • Collaborate with attorneys to resolve billing discrepancies and support fee negotiations.
  • Provide timely reporting to attorneys on billing status, unbilled time, and accounts receivable.

    • Compliance and E-Billing

  • Ensure accurate submission of invoices through electronic billing platforms (e.g., BillBlast, Legal Tracker, CounselLink).
  • Maintain client billing requirements, billing templates, and special billing arrangements in the billing system.
  • Monitor rejections, audit errors, and resolve discrepancies with e-billing vendors.

    • Reporting and Analysis

  • Prepare monthly billing and collection reports for management.
  • Analyze billing trends, aging reports, and identify opportunities to improve cash flow and reduce write-offs.
  • Assist with budgeting and revenue forecasting as needed.

    • Process Improvement

  • Develop and implement standardized billing procedures and best practices.
  • Identify process inefficiencies and propose enhancements to improve turnaround times and accuracy.
  • Ensure billing systems are optimized and support new technologies as appropriate.

    • This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

    This organization participates in E-Verify.

    Equal Opportunity Employer

    Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

    This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

    Job Type

    Full-Time, Exempt

    Supervisory Responsibilities

    Billing Staff

    Work Location

    Hybrid

    Work Schedule

    8 : 30am - 5 : 30pm Monday-Friday. Occasional weekends and holidays.

    Physical Requirements

    Primarily sedentary work. Exerting up to 10 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and / or fingers. The worker is required to have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and / or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.

    Travel

    10-20% domestic travel by car and plane.

    Requirements :

    Education and Experience

  • Bachelor’s degree in accounting, Finance, Business Administration, or related field preferred.
  • At least 5 years of billing experience in a law firm or professional services environment.
  • At least 2 years of supervisory or management experience preferred.

    • Technical Skills

  • Proficiency with legal billing software (e.g., Aderant, Elite 3E).
  • Experience with e-billing systems and platforms.
  • Strong Excel skills; ability to work with large data sets and financial reporting tools.

    • Key Competencies

  • Strong understanding of legal billing guidelines and compliance requirements.
  • Excellent organizational and time management skills.
  • High level of attention to detail and accuracy.
  • Strong communication and interpersonal skills.
  • Ability to work under pressure and meet tight deadlines.
  • Problem-solving mindset with ability to handle sensitive issues tactfully.
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