Client Account Specialist

Hogan Lovells • Houston, TX • 1w 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 conclusion is needed to perform the essential functions of the job.

Exercises good judgment and decision making in performing the essential functions of the position.

Ability to speak Spanish is a plus.

TEAMWORK AND APPLIED SKILLS

High level of business acumen and ability to multitask.

Ability to assess pertinent information, anticipate issues and outcomes, and make effective decisions.

Talent for delivering client service through teamwork.

Ability to exchange information, present ideas, and report in a clear and concise manner.

Strong initiative to proactively increase value to the position.

Strong organizational skills and the ability to manage large amounts of data.

Ability to organize time, prioritize workload effectively, and work independently.

High comfort level with sometimes stressful client requirements.

Reliability, dependability, and strong motivation to respond to requests quickly

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