INTRODUCTION
Squire Patton Boggs is an international legal practice with over 40 offices in 4 continents, and is one of the 25 largest law firms in the world by total headcount and one of the top 10 by number of countries with offices.
THE ROLE
The candidate provides a full life-cycle support of client onboarding and billing, as well as some accounting services, to the assigned office, lawyers and staff of the Firm. The candidate is able to speak with clients, vendors and service providers, records information into the computer system, compiles data and prepares bills, wires, petty cash reports. This position requires advanced client servicing skills, extensive law firm financial billing and collections experience, superior judgment and the ability to work with minimal supervision and assistance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Client Onboarding and Matter Opening
· Ensures that proper engagement letters are in place as part of the client matter opening process.
· Reviews all documentation submitted for client matter opening are in accordance with Firm procedure before establishing the client/matter.
Billing & Collections
· Ensures all matter related third party invoices received from lawyers and secretaries, are included in the appropriate matters as an anticipated disbursement (AD) for billing.
· Prepares billing pre-bills for monthly distribution.
· Reviews and edits time and disbursement entries; prepare comprehensive and accurate transactional and other legal matter summaries.
· Prepares invoices according to lawyer and client specifications (e.g. detailed billing summaries, narrative edits, etc.) and billing arrangements.
· Redistributes billing pre-bills for final approval and cover letter.
· Posts billings in Firm accounting system.
· Generates regular (and on demand) reports using the Firm’s accounting system to assist lawyers in managing their work in progress (WIP) and collections.
· Liaise with clients, lawyers and secretaries in the collection of outstanding bills issued to clients.
· Liaise with clients by email or telephone to answer questions concerning billings and collections. Refers questions to the line manager, Office Manager, lawyer or designated departments for further investigation, as needed.
· Prepares payment vouchers for matter related third party invoices and to put them in line for payment once clients have settled their accounts.
· Reconciliation of AD payments.
· Files all correspondence in billing files in an organized manner and in accordance with Firm procedures.
Accounting Support
Provides ad hoc and holiday coverage support to the Finance Specialist, as needed.
General
· Ensures compliance with local law, rules and regulations.
· Operates the Firm’s accounting system, computer equipment and telephone equipment in performance of daily duties; effectively uses the telephone and word processing functions necessary to perform required job duties. Actively seeks technical resources of the Firm in order to maximize efficiency. Properly manages electronic documents for easy retrieval.
· Able to manage multiple tasks and to meet regular deadlines. Available to work overtime to complete tasks and projects, as needed.
· Other duties and administrative responsibilities as assigned by the Asia Financial Controller.
SECONDARY DUTIES AND RESPONSIBILITIES
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
QUALIFICATIONS & EXPERIENCE
Bachelors’ degree or degree from two-year college or technical school with at least three year related experience and/or training preferably in a law firm; or equivalent combination of education and experience.
LANGUAGE SKILLS
Must be able to communicate in English (both verbal and written) at a professional/high level. Written communication is clear, concise and appropriate to audience.
MATHEMATICAL SKILLS
Highly numerate with strong analytical skills.
REASONING ABILITY
Possess the ability to identify and propose resolutions to problems in a timely manner through use of resources, including asking questions, gathering facts and reviewing records.
TECHNICAL SKILLS
Proficiency with a recognised accounting system used by large law firms is desirable. The successful candidate should also have strong knowledge of Microsoft Office products, such as Excel and Word.
CLIENT SERVICE
Demonstrate excellent client service by responding to questions received from external and internal clients in a timely and accurate basis. Prioritize and plan work activities in an efficient and effective manner, and to provide timely status updates.
