Billing Senior Coordinator

Sidley in London

More than 160 years after its founding, Sidley is one of the world’s leading global law firms, with more than 2,300 lawyers across 21 offices in key commercial, financial and regulatory centres worldwide. Based in the landmark 70 St. Mary Axe building, our London office has been part of the city for more than 50 years and is now Sidley’s fourth largest office, with over 250 lawyers working across 13 key practice areas advising many of the world’s leading organisations, financial institutions and investment funds on their most complex and significant matters, all supported by our high-calibre business professional teams in London.

London is an important and growing part of Sidley’s global platform. The office has grown significantly in recent years, creating an exciting environment for our business professional teams and opportunities to contribute to the continued development of the firm.

Our culture is inclusive, collegiate and collaborative. Lawyers and business professionals work closely together, and we value the expertise, perspective, and contribution that every individual brings. The London office combines the resources and opportunities of a leading international law firm with a close-knit, down-to-earth culture, where people at all levels are treated with genuine respect and individual contributions are visible and valued.

We are committed to creating an environment in which our people can develop and thrive, with a strong emphasis on teamwork, open communication, continuous learning and well-being. Business professionals have opportunities to work on interesting and challenging projects, collaborate with colleagues internationally, and contribute to initiatives that support the firm’s continued growth and success.

Inclusion

Sidley is committed to fostering a welcoming and inclusive culture.  We recognise that bringing together individuals from various backgrounds, experiences, and perspectives strengthens the quality of our legal work and continues to position us as a trusted leader in the legal profession.  Our commitment to inclusion not only enriches our workplace but also enhances our ability to fulfill our mission providing the highest quality legal services for our clients.

Role overview

The Billing Senior Coordinator will provide essential billing and administrative support to the Europe billing team, and will report to the Billing Manager. This varied role offers the opportunity to manage end-to-end billing processes, from preparing invoices and proformas to handling electronic submissions and supporting Accounts Receivable. This role will involve working across multiple systems and closely with lawyers and finance colleagues, ensuring compliance with VAT and Solicitors Accounts Rules while delivering a high level of customer service. The successful candidate will be flexible, well organised and detail focused, with the ability to manage competing deadlines, take ownership of their responsibilities and work increasingly independently.

Key responsibilities

To perform this job successfully, an individual must be able to perform each Essential Duty and Responsibility (the “Essential Duties”) satisfactorily. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties.

• Assist with the review, printing, eprinting, and distribution of monthly proformas to lawyers and partners
• Make amendments to proformas and carry out quality checks before returning them for review. Take responsibility for the distribution and follow-up of Pro Bono proformas
• Produce draft invoices, finalised invoices and credit notes, ensuring bills are prepared accurately and in accordance with client agreements.
• Over time, take responsibility for a small portfolio of routine billing matters from start to finish, depending on experience and capacity
• Assist senior billing staff to validate new matter data and set-ups
• Maintain accurate and up-to-date billing information within the relevant systems and databases
• Assist the finance team in the preparation of information and other reports for the regular finance and WIP meetings, and attend as necessary
• Ensure WIP notes are regularly reviewed and updated where required
• Generate time and billing reports and other client reports as required
• Upload electronic invoices through the relevant eBilling systems and ensure submissions are processed accurately and efficiently. Monitor electronic billing systems for rejected invoices, investigate the reasons for rejection and resolve routine issues, highlighting recurring issues to the Billing Manager where appropriate
• Work closely with the Accounts Receivable Manager to assist with invoice re-issues and amendments
• Provide a high level of customer service to lawyers, staff, vendors, and clients of the firm while observing confidentiality of client and firm matters
• Administer time and costs transfers and write-offs accurately and in accordance with the relevant procedures
• Ensure compliance with VAT requirements and Solicitors Accounts Rules
• Carry out administrative duties such as duplicating and scanning of invoices, electronic filing and other support as required
• Provide guidance and support to Billing Coordinators with day-to-day tasks and procedures, assist with the training and induction of new team members, and identify where additional guidance or training may be helpful
• Use knowledge of Billing and wider Finance processes to identify opportunities for process improvements and assist with system testing, new initiatives and other projects as required
• Takes ownership of assigned activities, monitors progress and follows up on outstanding actions, working with the wider team to resolve issues and highlighting any significant delays or concerns to the Billing Manager
• Undertake any other tasks or responsibilities that reasonably fall within the remit of the role

Candidate profile

The following candidate attributes are essential for this position:

• Highly numerate
• Good knowledge and awareness of VAT

In addition, the following skills are desirable:

• A minimum of 1 year of experience in an international law firm
• Experience working within 3E (or a similar accounting system)
• Good understanding of ebilling Hub, and other Electronic billing systems.
• Intermediate Excel skills

The following will also be required of the successful candidate:

• Strong organisational skills and the ability to manage competing priorities and deadlines
• Strong attention to detail and a commitment to accuracy
• A collaborative approach and the ability to work effectively as part of a team
• Strong interpersonal communication skills
• Good written communication skills
• Strong analytical and problem solving skills
• The ability to build effective working relationships with colleagues across the Firm
• A proactive approach, with a willingness to take ownership and responsibility for assigned work
• The ability to maintain confidentiality and exercise appropriate discretion
• The ability to work in a fast paced and high pressure environment
• A strong customer service ethos

Benefits

• Annual discretionary performance bonus
• Non-contributory pension scheme – 5% employer contribution, with an additional 3% matched from you
• 33 days paid time off – inclusive of short-term sickness absence
• Private Medical Insurance
• Permanent Health Insurance
• Life Assurance – equivalent to four times your salary
• Health club contribution
• Interest-free season ticket loan
• Free GP service and regular health checks