Team Administrator (Billing Specialist)

Pinsent Masons; London; On-site; GBP 25,000 - 35,000; Full time

Job description

Job Title: Team Administrator (Billing Specialist) - 6 month fixed term contract

Group: Risk Advisory Services

Location: London

Hours: Monday to Friday 9.30am to 5.30pm

About the Business:

Here at Pinsent Masons we bring together the best people to get the job done. We're naturally curious, constantly learning, listening, and growing. We'll truly value your ideas. You'll be joining an award-winning, hardworking and commercially minded team, where you'll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You'll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Position Overview: As a TA Billing Specialist, you will play a crucial role in managing and improving the billing processes to ensure efficiency and accuracy. You will be responsible for overseeing the creation and distribution of monthly reports, ensuring timely invoicing and payments, and resolving any billing-related issues.

Purpose of the role:

To provide proactive and professional support to the Risk Advisory Services group. Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates. This role is intended to embrace a team-working approach, collaborating with lawyers and other members of business operations to fulfil the needs of the business. A Team Administrator will, collectively, work with every member of the team to ensure that overall needs are met. Support may be required to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.

Candidate Overview

We are looking for candidates who ideally hold the following skills and experience:

• Maintaining the filing system (both paper and e-mail based). Ensuring that all files are kept up to date at all times. Setting-up and maintaining new filing systems. Printing-off matter related e-mails on request and ensuring paper copies are held on the appropriate file. Archiving and retrieving files and deeds from storage as required.
• Assisting other members of the Practice Group with overflow work.
• Collating and preparing information for meetings, both internal and external. Producing and circulating agendas and itineraries, as appropriate.
• Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office).
• Assisting with managing fee earner electronic schedules, arranging meetings/appointments and lunches both internally and externally as needed. Liaising with reception to ensure all room bookings and hospitality requirements are in place.
• Updating lawyers' client contact databases.
• Assisting Legal PAs and Business Development with preparation and sending out brochures to prospective clients and management of the interface with the Marketing Group including provision of contacts for seminars.
• Assisting Legal PAs with travel and accommodation arrangements for local, national and international travel (and ensuring that those arrangements comprise the most cost effective solution to meet the legal or client team's travel requirements).
• Answering incoming telephone calls in a professional manner.
• Dealing with enquiries from internal and external callers.
• Awareness at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions.

Key Responsibilities:

Billing Process Management:

• Take direct responsibility for the team's billing processes, including but not limited to:
• Creating, distributing and monitoring fee earners and matter Partners WIP and Financial Billing Reports at regular intervals.
• Generating client, matter and matter Partner time reports.
• Notifying and updating fee earners via email and calendar invitation of upcoming billing deadlines.
• Creating, distributing and formatting prebills to ensure they are billing compliant before submitting them to the billing team before deadline.
• PO Management - Monitor remaining funds on Purchase Orders, adding new PO's to file and requesting uplifts from clients as required.
• Adding and updating client despatch information on invoices.
• Requesting time transfers, files closures and time amendments.
• Performing narrative edits to existing prebills.
• Adding tasks and draft invoices to client portals.
• Resolving issues relating to returned prebills and invoices.
• Generating reports relating to outstanding/unbilled time.
• Attending and participating in revenue control meetings - Actioning tasks as discussed and performing corrective action on unbilled or historical WIP including chasing FE's.
• Oversee the creation and distribution of monthly reports to clients.
• Add disbursements, expenses and third-party invoices to file.
• Perform Cashiering tasks e.g. TT, BACS and inter-office transactions.
• Monitoring and correcting client rates information.
• Verify bank details and payment information with clients.
• Suggesting and implementing process efficiency improvements.

Core Responsibilities:

• Prepare bundles and legal documents.
• Manage travel bookings for lawyers.
• Process expenses for lawyers.
• Document creation, amendment and printing.
• Copying, faxing, printing, scanning, bibles, bundles, pagination and indexing.
• Archiving and scheduling tasks.
• Type letters, prepare post, and hand deliver legal documents when necessary.
• Diary management and room booking for lawyers.
• Ad-hoc office tasks, including supporting other practice groups.

What can we offer you?

• Carers' leave (up to five paid days' leave towards caring responsibilities).
• 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy.
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email. We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences.

We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It's with different perspectives that we'll find solutions to our clients' most complex challenges. It's how we'll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.

As an inclusive employer, we are willing to consider any flexible working requests.

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