EHG Billing Specialist

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Manager, Billing Accounts (EHG), the EHG Billing Specialist will be responsible for supporting Osler’s Emerging & High Growth Companies (EHG), assisting in all phases of client billing and collections, including bill preparation, submission, follow-up and communication with clients and Partners and subsequent payment and outstanding bill collection. This is a detail-oriented position with an emphasis on time management, technical tasks and interpersonal skills.

This job posting is for an existing vacancy. The successful candidate can be based out of Toronto or Calgary.

Major Responsibilities

• Prioritize and execute tasks required to improve realizations by ensuring work-in-process inventory is billed regularly and in formats expected by our clients
• Co-ordinate the execution of tasks with practice group Legal Assistants, Partners and others in the broader Billing and Collection department
• Manage client relationships on behalf of the firm and/or individual Partners to expedite the payment of invoices
• Review engagement letters, outside counsel billing guidelines, and billing arrangements related details where appropriate to ensure billing compliance with client requirements
• Manage client inquiries through to resolution
• Maintain detailed records of client communications in the system
• Assist Partners with the preparation of documents to close client transactions through the firm’s trust accounts
• Process pre-bills received via Pre-Bill Viewer and handle monthly billings for EHG Partners
• Draft and finalize client invoices for distribution to clients
• Oversee and coordinate month end billing and collections. Deal with escalation of billing & collection disputes and act as first point of contact before escalation
• Follow up with Manager, Billing Accounts, Partners and clients as appropriate regarding overdue accounts and WIP using various reports and systems
• Initiate contact with client regarding outstanding receivables
• Handle client inquiries and resolve discrepancies and maintain accurate records of all communications in the system
• Resolve any unresolved or partial payments received from clients
• Maintain good relations with internal and external clients

Position Requirements

Education and Experience

The position requires a university or college degree in a business discipline, including some accounting and finance courses, with a minimum of 3 years of billing or accounts receivable experience. Experience with Aderant, Pre-Bill Viewer, eBilling Hub, eBilling platforms or similar legal billing software is required. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

• Ability to remain solution-focused and perform in a fast-paced environment 
• Professional communication (both oral and written) with all internal and external stakeholders 
• High proficiency in computer software programs such as, spreadsheet programs and database systems
• Ability to interact with senior members of the Firm
• Attention to detail, organization and time management skills, along with the ability to balance daily work
• A compliance and procedural mindset

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 2 days per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted.  Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

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