Job description: Primary Objective To support the firm’s billing, expense tracking, client communication, and matter management processes specifically within Clio. Core Responsibilities Expense Management: Retrieve and process invoices for Service of Process and Depositions/Transcripts. Review Firm E-Filing reports and reconcile expenses per matter. Accurately enter vendor details, amounts, and dates into Clio; attach PDF documentation and submit check requests. Billing & Accounts Receivable: Create and send invoices for Flat Fees and Retainers. Confirm and apply payments in Clio; mark invoices as paid. Field client billing questions and manage A/R collections through professional follow-up emails and communication logging. Contract Administration: Draft Fee Representation Contracts and Addendums. Manage the end-to-end e-signature process; save executed versions in Clio and update internal tracking spreadsheets. Tax Coordination: Draft Designations of Tax Refunds and verify all details. Liaise with the tax Legal Billing & Operations Specialist (Remote) 🌎 Location & Work Model 100% Remote Reliable high-speed internet and professional workspace required

🗓️ Schedule

Monday – Friday 9:00 AM – 5:00 PM (CST) Availability during working hours required

🧾 Job Summary The Legal Billing & Operations Specialist supports the firm’s billing, expense tracking, client communication, and matter management processes within Clio. This role is critical to ensuring financial accuracy, compliance, and operational efficiency across legal matters. You will handle billing workflows, expense reconciliation, contract administration, and tax coordination while maintaining precise documentation and strong communication with clients and external entities.

✅ Core Responsibilities Expense Management

Retrieve and process invoices for Service of Process and Depositions/Transcripts Review Firm E-Filing reports and reconcile expenses per matter Accurately enter vendor information, amounts, and dates into Clio Attach supporting documentation and submit check requests

Billing & Accounts Receivable

Create and send invoices for flat fees and retainers Apply and confirm payments in Clio and mark invoices as paid Handle client billing inquiries professionally Manage A/R collections through follow-ups and communication tracking

Contract Administration

Draft Fee Representation Contracts and Addendums Manage end-to-end e-signature processes Store executed contracts in Clio and update tracking systems

Tax Coordination

Draft Designations of Tax Refunds Verify all details before submission Liaise with U.S. tax offices via phone and email Track updates and maintain accurate matter notes

Data & Contact Management

Maintain the firm’s database within Clio Create, update, and link contacts to specific legal matters Ensure data accuracy and organization across systems

🎓 Requirements ✅ English Level: C1 (Advanced) – strong written and verbal communication ✅ 2–3 years of experience in: Legal billing Accounting Intake coordination (All relevant experience levels will be considered) ✅ Advanced proficiency in Clio (mandatory) ✅ Experience with: E-signature tools PDF/document management

✅ Comfortable making outbound calls to U.S. tax offices ✅ Strong attention to detail and accuracy ✅ Ability to manage sensitive information confidentially 🧠 Key Skills Technical & Operational Advanced Clio system management Billing, invoicing, and accounts receivable handling Document and contract processing Data entry accuracy and validation

Communication Professional client communication (written and verbal) Ability to handle billing inquiries and follow-ups Clear documentation of updates and interactions

Organization & Execution Strong multitasking and prioritization skills Ability to manage multiple matters simultaneously High attention to detail in financial and legal data

🌟 What Success Looks Like Accurate and timely billing with minimal errors Fully reconciled expenses and organized documentation Smooth contract execution and tracking Strong client communication and follow-through Efficient use of Clio for matter and financial management Proactive issue resolution and process improvement

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