All Positions Senior Management

Director of Financial Operations

Industry: Legal

Location: Westlake Village

Compensation: Open to Market

Contact: Rob Matheny

Innovative and dynamic national law firm, primarily focused on Worker’s Comp, General Liability and employee discrimination, has an immediate need for an experienced Director of Financial Operations. This is a newly-created role to help serve the company’s 140 attorneys in 13 states.

This position will provide oversight and leadership of the firm’s billing function, manage an internal team of five and ensure the work is properly allocated and completed in a timely and accurate manner. The role addresses tight deadlines and a multitude of billing activities including invoices, data mining, billing metrics and workflow process improvements. The Director of Financial Operations will have contact with legal teams, senior management, and clients which requires strong interpersonal communication skills both written and verbal.

Other Responsibilities include:

• Manage the daily operations of the Billing Department, including billing for multiple offices.
• Ensure efficiency and accuracy of the monthly billing process. Meet all deadlines to ensure the billing and collections cycle times are minimized.
• Oversight of e-billling and upload processes for monthly billing.
• Work directly with clients, legal and billing teams to provide high customer service levels, address client needs and provide solutions.
• Train billing staff on billing procedures, client protocols and accounting systems. In addition, train legal staff on e-billing procedures and technology.
• Evaluate the department’s policies, practices and procedures and identify and recommend necessary changes to the processes, policies and staffing, as
needed.
• Generate and implement policies and procedures. Continuously review to ensure proper controls exist, procedures are followed and updates are processed.
• Responsible for client specific protocols and procedures. Close adherence to these processes is critical to protect client data.
• Develop strategies to streamline and improve the automation of customized billing while improving coordination with all applicable parties to provide
accurate and timely billing.
• Manage billing team assignments and calendaring and ensure adherence by billers.
• Liaise between the legal teams and the billing department.
• Manage incoming Engagement Letter process and client fees implementation.
• Manage the performance of employees through goal setting, ongoing performance assessment, coaching and counseling.
• Communicate to internal employees and adhere to client requirements for all client groups.
• Manage and monitor new employee onboarding/timekeeper information.
• Review monthly work in process aging reports and work with legal teams to ensure timely billing.
• Create / map special fee agreement requests.
• Conduct root cause analysis for complex billing issues, resolve problems, and provide guidance to prevent future issues.
• Reconcile Billed and WIP (Work In Progress) accounts.
• Works closely with Collections, Payables, and the General Ledger team to resolve issues.
• Collaborate with the other finance department staff to support overall department goals and objectives.
• Conduct bi-weekly team meeting to address any team concerns, training, and updates.
• Maintain all billing training materials.
• Special projects and other duties as assigned.

Requirements include:

• 8+ years’ experience managing the billing department of a law firm or professional services firm.
• Billing software experience (such as Aderant) is a plus.
• Advanced Excel skills.
• Great customer service attitude and approach.
• Comprehensive knowledge of billing procedures and implementation.
• Ability to multi-task, prioritize and meet tight client specific deadlines.
• Strong interpersonal skills and excellent
written and verbal communication skills.
• High attention to detail and focus on accuracy.
• Experience working directly with clients.
• Strong project management skills and proven ability
to understand business objectives, guide teams, make decisions, and solve complex issues.
• Ability to liaise with global leaders and operational teams and build effective working relationships both internally, and outside of the firm.
• Adept at inspiring, influencing, and motivating individuals and groups to achieve results.
• Effective problem solving and decision-making skills, good insight and judgment, takes an innovative and creative approach in solving problems, ability to work strategically.
• Ability to use sound judgment, discretion and professional integrity.

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