Legal Billing Administrative Assistant

We are looking for an Administrative Assistant to handle Billing to support a permanent role in New York. This position is ideal for someone who can manage invoicing with precision, communicate effectively with legal and administrative teams, and maintain high standards of confidentiality. The successful candidate will help keep billing operations organized, accurate, and aligned with client expectations while contributing to overall process efficiency.

Responsibilities:

• Oversee the billing process from initial draft preparation through final invoice delivery, ensuring each step is completed accurately and on schedule.
• Examine time entries and reimbursable expenses submitted by attorneys and paralegals to confirm completeness, accuracy, and proper billing treatment.
• Partner with legal staff and firm leadership to implement invoice revisions, special client arrangements, and matter-specific billing instructions.
• Prepare and transmit invoices through electronic billing portals when client submissions require online processing.
• Review invoices against client billing rules and outside counsel guidelines to help reduce rejections and payment delays.
• Apply approved edits, reductions, and corrections to billing records while maintaining clear documentation of changes.
• Address billing-related questions from clients and internal stakeholders in a timely, thorough, and service-focused manner.
• Maintain current and accurate client and matter data within billing and practice management systems.
• Produce recurring billing summaries and reports to support leadership visibility into billing activity and performance.
• Identify and recommend practical improvements that enhance billing accuracy, workflow consistency, and operational efficiency.
• 2 to 5 years of experience in billing, accounting, or finance roles.
• Prior exposure to legal billing is preferred, especially within a law firm or services setting.
• Hands-on experience using billing, accounting, or practice management software.
• Strong Microsoft Office skills, with particular proficiency in Excel.
• High level of accuracy and careful attention to detail in financial work.
• Proven ability to organize competing priorities, manage deadlines, and work independently.
• Effective written and verbal communication skills with a client-service approach.
• Familiarity with electronic billing platforms, client billing requirements, or legal billing tools.