Client Account Specialist

The Client Account Specialist ensures proper and accurate client account set up for billing, collection arrangements, and inventory management of assigned client portfolios. This position develops strong collaborative relationships with lawyers throughout full cycle of client invoicing and collections. The Specialist guarantees that client service and satisfaction are attained in all areas.

JOB DESCRIPTION

  • 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 lawyers, business services personnel, and clients to ensure compliance with both lawyer 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 client’s outside counsel guidelines, monitors fee caps, tier discounts 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 lawyer 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. 
  • Submits invoices electronically, taking accountability for successful submission and troubleshooting issues. Proactively follows-up regarding acceptance and timely payment of eBills.
  • Collaborates with Client Maintenance team to update appropriate fields, according to client billing guidelines. 
  • Communicates directly with clients as requested or as established, including following-up on ebilling collections and contacting clients as needed. Concisely communicates arrangements with MSP’s and clients regarding their matters; provides clients with requested information on any special billing and or collection arrangements. Responds to all inquires 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 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.
  • 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 participate in our Global Citizenship program.
  • Other duties as assigned.

QUALIFICATIONS

REQUIRED SKILLS

  • Excellent written and verbal communication skills. Ability to communicate effectively with lawyers, Business Team employees, and peers. Ability to exchange information, present ideas and report in a clear and concise manner.
  • Talent for delivering client service through teamwork.
  • High level of business acumen and attention to detail. Ability to multi-task and manage large amounts of data.
  • 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 assess pertinent information, anticipate issues and outcomes, and make effective decisions.
  • Proven critical thinking and problem solving skills. Good judgment and decision making.
  • Ability to meet deadlines and work well under pressure, while preparing accurate and detailed work product. High comfort level with sometimes stressful client requirements.
  • Reliability, dependability, and strong motivation to respond to requests quickly.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint).
  • Basic math skills to perform billing and reporting tasks.
  • Ability to speak Spanish is a plus.

EDUCATION, CERTIFICATIONS AND/OR EXPERIENCE

  • Bachelor’s degree in accounting, finance, or business discipline preferred.
  • Three (3)+ years’ experience in dedicated specialized billing, collections, or account management experience.
  • Hands-on experience performing complex accounting analysis.
  • Law firm or professional services experience preferred.

HOURS

Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m. or 9:30 a.m. to 6:00 p.m., including one hour for lunch with flexibility for overtime as needed. With respect to agile working and hybrid schedules, our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further. This position is eligible to be fully remote.

This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined.

Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law.

Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at [email protected].

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