Steptoe & Johnson PLLC
Position Summary
The HOA Billing Coordinator plays a critical role in managing the financial operations of a fast‑paced homeowners association law practice. The ideal candidate will thrive in a high‑volume environment and possess strong attention to detail, excellent organizational skills, and the ability to manage multiple client accounts simultaneously.
This position is responsible for overseeing client billing, accounts receivable, and responding to client billing questions and requests.
Primary Duties and Responsibilities
Process a high volume of attorney invoices, including “on-demand” invoices, to clients monthly for multiple HOA clients
Execute complex invoices, such as multiple discounts by matter and split party billing
Review draft invoices for attorney and paralegal time entries for accuracy, completeness, and proper coding statements including legal fees, costs, and expenses
Review and edit pre-bills in response to attorney and legal administrative assistant requests
Ensure compliance with client-specific billing requirements and guidelines
Process write-offs, adjustments, and billing corrections as authorized
Assist in resolving issues related to submitted invoices
Accounts Receivable
Monitor outstanding receivables and aging reports for all client accounts
Conduct regular follow‑up on overdue accounts through phone calls and correspondence
Coordinate with attorneys and finance management regarding collection efforts
Document collection efforts in a software application
Client Relations
Serve as a contact for client billing inquiries and disputes
Communicate with HOA board members, property managers, and accounting personnel, as needed
Identify and resolve billing inaccuracies
Provide detailed explanations of legal fees and billing procedures, as requested
Maintain professional relationships with clients
Administrative Support
Maintain accurate client billing information and contact databases
Assist with implementation of new billing procedures and software updates
Apply retainer/on-account funds as directed by attorney and as per firm policy
Research and respond to internal and external inquiries in a timely manner
Create billing schedules and various other billing analyses as required
Effectively interact and communicate with attorneys, legal administrative assistants and clients
Work cooperatively with Collections and Finance staff
Observe confidentiality of client and firm matters
Assist with special projects as needed
Perform other duties as assigned
Education and Experience
High school diploma or equivalent required; bachelor’s or associate degree preferred
Minimum 2‑3 years of billing experience preferred in legal or professional services
Experience with high-volume billing operations and multiple client accounts
Familiarity with homeowners’ associations or real estate law preferred
Technical Skills
Proficiency in legal billing software
Advanced knowledge of Microsoft Excel and Word
Strong data entry skills with high level of accuracy
Core Competencies
Exceptional attention to detail and organizational abilities
Strong analytical and problem‑solving skills
Excellent written and verbal communication skills
Ability to work independently and manage competing priorities
Professional demeanor when interacting with clients and colleagues
Understanding of legal billing practices and ethical requirements
Preferred
Knowledge of 3E billing system or comparable billing program preferred
Three years’ experience in an office environment
Location: Dallas, TX
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This position is responsible for overseeing client billing, accounts receivable, and responding to client billing questions and requests.
Primary Duties and Responsibilities
Process a high volume of attorney invoices, including “on-demand” invoices, to clients monthly for multiple HOA clients
Execute complex invoices, such as multiple discounts by matter and split party billing
Review draft invoices for attorney and paralegal time entries for accuracy, completeness, and proper coding statements including legal fees, costs, and expenses
Review and edit pre-bills in response to attorney and legal administrative assistant requests
Ensure compliance with client-specific billing requirements and guidelines
Process write-offs, adjustments, and billing corrections as authorized
Assist in resolving issues related to submitted invoices
Accounts Receivable
Monitor outstanding receivables and aging reports for all client accounts
Conduct regular follow‑up on overdue accounts through phone calls and correspondence
Coordinate with attorneys and finance management regarding collection efforts
Document collection efforts in a software application
Client Relations
Serve as a contact for client billing inquiries and disputes
Communicate with HOA board members, property managers, and accounting personnel, as needed
Identify and resolve billing inaccuracies
Provide detailed explanations of legal fees and billing procedures, as requested
Maintain professional relationships with clients
Administrative Support
Maintain accurate client billing information and contact databases
Assist with implementation of new billing procedures and software updates
Apply retainer/on-account funds as directed by attorney and as per firm policy
Research and respond to internal and external inquiries in a timely manner
Create billing schedules and various other billing analyses as required
Effectively interact and communicate with attorneys, legal administrative assistants and clients
Work cooperatively with Collections and Finance staff
Observe confidentiality of client and firm matters
Assist with special projects as needed
Perform other duties as assigned
Education and Experience
High school diploma or equivalent required; bachelor’s or associate degree preferred
Minimum 2‑3 years of billing experience preferred in legal or professional services
Experience with high-volume billing operations and multiple client accounts
Familiarity with homeowners’ associations or real estate law preferred
Technical Skills
Proficiency in legal billing software
Advanced knowledge of Microsoft Excel and Word
Strong data entry skills with high level of accuracy
Core Competencies
Exceptional attention to detail and organizational abilities
Strong analytical and problem‑solving skills
Excellent written and verbal communication skills
Ability to work independently and manage competing priorities
Professional demeanor when interacting with clients and colleagues
Understanding of legal billing practices and ethical requirements
Preferred
Knowledge of 3E billing system or comparable billing program preferred
Three years’ experience in an office environment
Location: Dallas, TX
#J-18808-Ljbffr