In a fast-paced team setting, this individual is responsible for a wide range of billing activities, including the preparation and distribution of invoices, communicating billing issues to various levels of the organization and working with the Firm’s clients, partners and personnel to address billing related issues. This individual is expected to deliver a high quality work product and excellent customer service to both internal and external clients. In addition to all the duties of a Billing Coordinator, the IP Billing Coordinator also supports some of the functions of the Billing Manager when needed. This includes reviewing inventory reports, auditing final invoices and making suggestions on how to improve processes and policies.
Job Functions:
- Provide a high level of customer service to the Firm’s clients, partners and personnel to ensure the accuracy and timeliness of invoices.
- Research and respond to billing related issues and inquiries, including the preparation of status reports as requested. Must be comfortable querying systems including, but not limited to, CPi, Elite and the USPTO site.
- Utilize Elite to generate, distribute and edit proformas. Editing includes transfers, write-offs and adjustments to time entries resulting in final invoices which are sent to the client. Prior to distribution, IP billing also requires a pre-review of the proformas to flag for completed tasks, budgets, and other various edits.
- Review own work and that of others, as part of the department’s quality review process.
- As needed and as requested by partners and management, prepare billing related reports to ensure that client accounts are being billed as agreed upon in the terms of the engagement letter. This may include monitoring alternative rate billing schedules, tracking budgets and preparing customized client-side reports and invoices.
- Assist in month and year-end close activities working with other departments and management.
- Perform occasional review of timekeeper entries to make necessary changes to narratives, transfer time, or write down time to ensure compliance with fee arrangements, budgets, and terms of engagement. Provide feedback to timekeepers as needed.
- Keep Billing Manager informed about compliance, issues and potential risks.
- Assist the Billing Manager with reviewing inventory reports. This includes reaching out to attorneys regarding aging WIP and following up with attorneys responsible for reviewing other Billing Attorney’s invoices.
- Coordinate with the IP Billing Paralegal and other members of the Patent and IP Department to ensure all IP clients are billed timely and in accordance with firm, client, and Billing Attorney standards. Work overtime as needed, or when requested to do so with advance notice.
- Additional responsibilities as requested.
Qualifications:
- Bachelor’s degree preferred.
- Experience using 3E billing software preferred.
- Noted ability to maintain departmental and team standards in a deadline driven environment.
- Strong overall technical aptitude including knowledge all MS Office applications.
- Ability to work independently while at the same time working as a team member in the department.
- Ability to keep a level-head during stressful situations, including receiving time sensitive requests with short notice.
- Strong customer service skills. Must be able to manage many different personalities.
- Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis.
- Superior verbal and written communication skills and the ability to interact with all levels of personnel in a professional and courteous manner. Must have a strong work ethic and the willingness to work additional hours as needed.
- Legal IP billing experience preferred.
- Experience with CPi preferred.
- Knowledge of patent terminology, US, PCT, and foreign filing procedures, as well as an understanding of current USPTO rules and procedures (37 CFR) preferred.
Physical Requirements:
- Must have minimal physical mobility and the ability to operate equipment such as a computer and copy machine.
- Must have the ability to communicate clearly and to read and follow detailed instructions.
- Must have the ability to prepare assorted documents and other related materials.
- Must have the ability to work in stressful conditions under time deadlines.