Billing Administrative Assistant

PROFILE

RESPONSIBILITIES

• Understand clients’ billing requirements
• Enter and process expense submissions, ensuring accuracy and timely entry into the firm’s systems.
• Ensure client contact information is kept current in all systems.
• Liaise between the legal and finance teams as required
• Provide regular invoicing to clients and process accordingly.
• Request and process all pre-bills ensuring accuracy of details, including:
• Review and edit text narratives, phase/task codes in dockets for accuracy;
• Set fees and/or add details for instructions and reasoning where required;
• Prepare cheque and trust requisitions for third party payments, deposits etc.
• Make any other necessary amendments/add instructions to prebills and submit to produce invoices.
• Review draft invoices and advise the Billing Professional if there are any concerns before they approve.
• Review, code and obtain approval for invoices and scan and save them into the system.
• Receive incoming payments, produce trusts paperwork and refund, as necessary.
• Liaise with Billing Coordinators and other members of the Finance teams such as accounts receivable, trust and collections teams as necessary.
• Follow up with clients on billing requirements as necessary.
• Other duties as required.

QUALIFICATIONS

• Post Secondary Diploma
• Minimum 3 years of experience in an administrative role and/or billing experience.
• Exceptional attention to detail.
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
• Ability to use discretion when dealing with confidential information.
• Capacity to work independently, as well as in a team environment.
• Produce a high quality and quantity of work product, occasionally under tight timelines.
• Able to prioritize and to redefine priorities when necessary.
• Handle stress in a business-like manner.
• Knowledge of Microsoft Office Suite with a strong knowledge of Excel.
• Bilingualism (French/English) may be required in some offices.

BENEFITS/PERKS

• Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well-being go hand-in-hand. We support your career and life with:
• 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top-up for 26 weeks (after 12 months of full-time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long-term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more
• The starting range for this role is $55,000 to $75,000. Starting salary will be determined based on an applicant’s individual skills, competencies and unique qualifications. Gowling WLG employees have the potential to exceed this range based on tenure and performance.
• This position is currently vacant and is open to both internal and external candidates. Gowling WLG is recruiting for this role to support ongoing firm needs and team operations.
• This employer may use tools within our applicant tracking system that include artificial intelligence–supported features, such as automated candidate matching. These tools do not make hiring decisions; all screening, assessments, and selections are reviewed and completed by human recruiters and hiring managers.
• Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.