Billing Coordinator (Immigration) -NYC
Non-exempt
HOURS: Monday Friday (Hybrid position: 3 days in NYC office)
9:30 a.m. - 5:30 p.m.
REPORTS TO: Chief Information Officer/Billing Supervisor
This Position Description is intended to reflect in general duties and responsibilities and is not to be interpreted as all encompassing. Nothing in this job description restricts the Firms right to assign or reassign duties and responsibilities to this job at any time.
JOB SUMMARY
The Immigration Billing Coordinator is responsible for the accurate preparation, review, and submission of client invoices for the firms immigration practice, including manual and electronic billing. This role ensures compliance with client billing guidelines, maintains billing records, and supports attorneys and clients with all billing-related matters. The Billing Coordinator will also assist attorneys with the management of unbilled inventory, retainer balances, and immigration-specific billing requirements.
JOB RESPONSIBILITIES
Compile, review, and process attorney bills on a monthly basis for immigration matters.
Track proformas to ensure timely and accurate billing submissions.
Review and edit pre-bills as requested by attorneys, paralegals, and administrative staff.
Monitor aged unbilled inventory and follow up with attorneys to ensure timely billing.
Apply retainer and on-account funds in accordance with attorney instructions and firm policy.
Monitor client retainers and coordinate replenishment requests when necessary.
Process write-offs and billing adjustments in accordance with firm guidelines.
Handle complex billing arrangements, including flat-fee matters, visa petition billing, split-party billing, and electronic billing submissions.
Submit invoices electronically and assist with resolving e-billing rejections or discrepancies.
Review supporting documentation for accuracy and compliance with client billing requirements.
Research and respond promptly to internal and external billing inquiries.
Identify, investigate, and correct billing inaccuracies or discrepancies.
Maintain effective communication with attorneys, paralegals, administrative staff, and clients regarding billing matters and payment status.
Maintain accurate billing files and ensure billing arrangements and client instructions remain up to date.
Assist with preparation of client billing reports and account analyses as needed.
Provide backup support to team members and assist with special projects and other duties as assigned.
JOB SPECIFICATIONS:
Education
Bachelors degree is preferred, ideally with a concentration in accounting, finance, business administration, or a related field. Equivalent work experience will be considered.
Experience
Minimum of 5 years of billing experience in a law firm or professional services environment, preferably supporting an immigration practice group.
Experience with legal billing systems such as 3E, eHUB, or similar platforms preferred.
Experience with electronic billing platforms and client billing guidelines preferred.
Proficiency in Microsoft Excel and Word
Skills and Abilities
Strong verbal and written communication skills.
Ability to work independently and as part of a team.
Strong attention to detail and organizational skills with a high degree of accuracy.
Proficiency in Excel and Smartsheet.
Excellent analytical, problem-solving, and follow-up skills.
Ability to manage multiple priorities and meet strict deadlines.
Knowledge of immigration billing structures, including flat-fee and retainer-based matters, preferred.
Flexibility and adaptability to changing priorities and workflow demands.
Willingness to work additional hours as required to meet deadlines.
