Client Account Specialist

Hogan Lovells • Boston, MA • 4d ago

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 clients outside counsel guidelines,
monitors fee caps, tier discounts, accruals 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 MSPs 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 the 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, EHUB and basic understanding
of ebilling vendors (TyMetrix; CounselLink; BillingPoint; LegalTracker;
Collaborati; Collaboration/Passport, etc). Basic math skills to perform
billing and reporting tasks. Excellent critical thinking skills and
problem-solving, in addition to performing 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 con

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