Billing Coordinator

Objective: Nukk-Freeman & Cerra, P.C. (NFC) is seeking an experienced Billing Coordinator to support the firm’s Billing Department. This position combines hands-on billing and electronic billing responsibilities with client budget creation and management, accrual submissions, intake, conflict checks, and retainer agreement preparation and tracking.

The Billing Coordinator works closely with attorneys, Finance, and other administrative teams to maintain accurate billing information, meet client requirements, provide excellent client service, and move matters through the intake and billing processes efficiently. The ideal candidate brings prior law firm billing experience, strong financial and analytical skills, and the ability to independently manage established workflows while providing responsive day-to-day support.

Hours: Full-Time (9:00am – 5:00pm)

Reports to: Billing Director

Classification: Non-Exempt Position

Location: Hybrid – work in NFC’s Chatham, NJ office a minimum of two (2) days per week. Under NFC’s current hybrid model (which is subject to change), in-office days are every Wednesday, with a second day on either Tuesday or Thursday. Must be flexible and willing to work in person for additional days as needed for coverage and/or other business needs.

Essential Functions:

Billing Operations:

• Manage prebill preparation, invoice finalization, and electronic billing submissions, ensuring compliance with client billing instructions, documentation requirements, and deadlines.
• Maintain accurate client and matter billing information, including approved rates, billing arrangements, special instructions, and insurance coverage information; process approved rate and matter updates.
• Enter client-chargeable expenses, prepare supporting disbursement receipts, and transfer temporary time entries to newly opened matters.
• Handle routine billing administration, including client onboarding, client portal maintenance, billing contact and address updates, and supporting records.
• Monitor shared billing mailboxes and workflow queues, respond to client and attorney inquiries, prepare billing reports, and follow requests through to timely completion.

Client Budgets and Accruals:

• Assist the coordination, preparation, maintenance, and submission of client budgets, including litigation budgets, by obtaining matter-specific estimates, input, and approvals from attorneys and appropriate internal stakeholders.
• Review time, expense, and billing data to track activity against client budgets, identify discrepancies or overruns, and coordinate budget updates and required approvals.
• Manage client accrual submissions by tracking deadlines, gathering WIP data, obtaining attorney input, and submitting accurate final reports.
• Maintain budget and accrual calendars and supporting records, confirm successful submissions, and resolve rejected, incomplete, or revised requests.

Client Intake and Conflict Checks:

• Review new client/matter intake requests for completeness, accuracy, and required approvals.
• Initiate conflict checks and confirm that all relevant parties, affiliates, adverse parties, and related entities are included.
• Resolve incomplete or inconsistent intake information by coordinating with attorneys and staff.
• Route potential conflicts to the appropriate attorneys or designated reviewers and document required approvals or waivers.
• Open approved clients and matters in the firm’s systems, ensuring that required intake information and authorizations are in place.
• Maintain complete and accurate intake and conflict-check records in accordance with firm procedures.

Retainer Agreements:

• Prepare retainer agreements using approved templates and terms.
• Track and follow-up on attorneys’ review and client signatures.
• Maintain executed agreements and supporting documentation in the appropriate firm systems.
• Track retainer, advance-fee, and replenishment requirements and coordinate with Finance to confirm receipt and application of funds.
• Follow up on unpaid or insufficient retainers and promptly escalate delays, discrepancies, or exceptions to the appropriate attorneys and Finance team members.

Qualifications and Experience

• Three to five years of hands-on billing experience in a law firm or professional services firm preferred.
• Demonstrated client budget experience, including preparing, coordinating, tracking, and updating litigation budgets, supported by strong financial and data-analysis skills.
• Working knowledge of and experience with the full cycle of the law firm billing process, including prebills, invoice finalization, electronic billing, client accruals, and client-specific billing requirements.
• Experience with management of the client/matter intake process, including conflict checks, and preparing and tracking retainer agreements.
• Intermediate to advanced Microsoft Excel skills and proficiency in Word and Outlook required.
• Demonstrated ability to organize financial information, identify discrepancies, and prepare accurate reports.
• Experience with Aderant or Elite 3 billing software preferred but not required.
• Strong organizational, problem-solving, and written and verbal communication skills, with the ability to manage competing priorities and collaborate effectively with attorneys, clients, and internal teams.
• Sound judgment, discretion in handling confidential information, close attention to detail, and consistent follow-through.

Salary Range: $75k – $80k

The Firm is providing this good-faith salary range to comply with applicable law. The applicant’s final salary will depend on a number of factors, including the applicant’s skills and years of experience.

Performance and Hours-Based Bonuses: This position is also eligible for an annual discretionary performance-based bonus (percentage of salary).

Benefits: This position is eligible for many additional benefits, including paid time off, sick time, medical and dental benefits, 401K contribution (and matching).