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Billing Specialist Fully Remote - US

Billing Specialist

Part Time • Fully Remote - US

Part-Time Billing & Collections Specialist (25–30 hours/week, $25/hour)


Astor Simovitch LLP, a growing family law firm, is seeking an experienced Billing & Collections Specialist to manage our timekeeping, billing, and collections processes on a part-time basis.


We are looking for someone who is detail-oriented, highly organized, tech-savvy, and comfortable working directly with clients about billing, payment plans, and collections while maintaining professionalism and empathy.


About the Role


The Billing & Collections Specialist is responsible for managing the firm’s processes and systems related to:



  • Timekeeping and review of attorney and staff time entries


  • Billing and invoice generation


  • Retainer/trust replenishment and monitoring


  • Accepting payments and processing refunds (with appropriate approval)


  • Managing accounts receivable and collections efforts


This is a non-exempt, part-time position of approximately 25–30 hours per week at $25/hour. The position reports directly to the Firm Administrator/Owner.



Key Responsibilities


  • Review the case management or time and billing system daily to ensure quality, accuracy, and timeliness of time entries; follow up with billers as needed.



  • Edit and proofread bills for grammar, clarity, and sentence structure, ensuring descriptions demonstrate progress and value to clients.



  • Generate pre-bills on a bi-weekly/monthly schedule and provide them to the Owner/Administrator for review and approval.



  • Prepare and send final invoices and statements to clients in accordance with firm policies and procedures.



  • Process client payments and manage retainer/trust accounts, auto-replenishment, and installment payments.



  • Monitor timeliness of payments, contact clients with late payments, and negotiate payment plans within firm guidelines.



  • Identify and escalate non-standard payment arrangements for approval by the Owner/Controller.



  • Oversee early-stage A/R collections and coordinate the case withdrawal process according to firm policy.



  • Work with clients to address billing questions and concerns, resolve issues, and preserve strong client relationships.



  • Coordinate with the merchant service provider and credit card companies to address disputes and chargebacks; issue refunds with Owner approval.



  • Maintain accurate records of costs advanced to clients, updating the case management and accounting systems.



  • Compile basic metrics on billing, collections, and accounts receivable as requested.



Traits We’re Looking For


We are a small, fast-growing firm and place a high value on attitude and work ethic. The right candidate:



  • Clio Manage experience a strong plus, but not required. 


  • Is detail-oriented, organized, and able to consistently follow systems and procedures.


  • Can multi-task, think on their feet, and make sound decisions.


  • Is comfortable with constructive feedback and committed to continuous improvement.


  • Communicates with clients and colleagues in a polite, professional, and empathetic manner—even when clients are stressed or emotional.



  • Is reliable, punctual, and able to focus on work during work hours without constant distraction.



  • Is a true team player who understands that how we work together internally affects our clients’ experience.



Qualifications


  • At least 2 years of experience in a professional services setting, preferably in a law firm, in billing, collections, or a similar role.



  • Strong grammar, proofreading, critical thinking, and business writing skills.



  • Proficiency with Excel and QuickBooks (or similar accounting software).


  • Comfortable working in multiple databases and case management systems; experience with law firm case management software is a plus.


  • Proficient with Microsoft Office (Word, Outlook, Excel).



  • Ability to maintain confidentiality and comply with applicable ethical rules, including not engaging in the unauthorized practice of law.



Schedule and Compensation


  • Status:     Part-time, non-exempt


  • Hours:     Approximately 25–30 hours per week (within regular business hours; some flexibility can be discussed)


  • Pay:     $25/hour, paid bi-weekly

This is a remote position.

Compensation: $25.00 per hour




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