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JOB TITLE

Billing Administration Assistant

DEPARTMENT

UK Office Legal Practice Groups, supporting specific groups as required based on business needs

OFFICE LOCATION

Birmingham office

REPORTS TO

PA Manager

WORKING HOURS

35 hours per week, 9:30am to 5:30pm but additional hours may be required.  We are happy to consider agile and flexible working patterns.  Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office,  please contact a member of the recruitment team to discuss further.

FIRM DESCRIPTION

Hogan Lovells is one of the leading global law firms.  Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our 'one team' global approach.  Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa.  With a presence in the world's major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally.  Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice. In the UK Hogan Lovells has offices in Birmingham and London. 

The Birmingham office opened in 2015 and has a number of practice areas including Corporate/Commercial, Disputes, Finance and Real Estate, as well as our Legal Delivery Centre and business services departments.  The office has recently trebled in size and moved into a new fitted out space in the Colmore Building

DEPARTMENT DESCRIPTION

Secretarial Services is one of the firm’s support departments and is responsible for delivering a high quality, consistent secretarial and administrative service to our internal and external clients.

ROLE OVERVIEW

Supporting the legal practice groups and Secretarial team to ensure proper and accurate client account billing to deliver a high level of client service and satisfaction.  You will be liaising with Partners, fee earners and PAs to collate the required information to progress bills to completion. You will also collaborate with Accounts Receivable to ensure a smooth end to end billing cycle is maintained. 

KEY RESPONSIBILITIES/ACCOUNTABILITIES

• Checking all draft billing proformas, ensuring fees are accurate, disbursements have been picked up correctly and required evidence included
• Refer to client building guides and build a strong knowledge of the client requirements for the bills you are responsible for processing
• All time entries and narratives are checked and amended before authorised proformas are sent to Billing
• Checking Elite 3E to ascertain status of invoice in system and liaising with Billing and Collections
• Preparing billing review documentation in Excel where required
• Acting as the first point of contact for client queries regarding invoices, liaising with matter handler/partner, cancelling invoices and arranging credit notes
• Liaising with Billing AP, Cashiers and Collections on a daily basis, requesting disbursements be added, requesting amends/transfers, requesting monies on account to be applied and other various tasks
• Assisting with clients requiring e-billing
• Assisting with queries regarding Client and Matter database maintenance
• Chasing missing timesheets
• Support wider Billing Assistant team and department administration tasks to manage workload peaks and troughs when capacity allows
• Efficient use daily of workflow tracker to record status of bills and actions completed/next steps

PERSON SPECIFICATION

Qualifications and training

• Advanced IT skills
• Strong Excel skills
• Although not necessary, would be helpful to have experience of Elite, 3E or a similar system.  Carpe Diem (or other time recording software) beneficial 
• Full training on document management and practice management systems and workflow tools will be provided

General attributes

• Attention to detail – a high level of accuracy is essential
• Ability to  prioritise and act on own initiative
• Ability to meet deadlines and work under pressure
• Ability to build professional relationships and to communicate at all levels
• Ability to work as a team with other roles supporting the delivery of an efficient billing process Professional in conduct and appearance at all times
• Punctual at all times

AGILE WORKING STATEMENT

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.

EQUAL OPPORTUNITIES EMPLOYMENT STATEMENT

It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin, religion, sex , gender and gender identity, age, sexual orientation, civil and family status or disability.