[Hiring] eBilling Coordinator @RR Donnelley

Role Description

The E-Billing Coordinator will be responsible for all aspects of invoice submissions via various e-billing platforms and resolving e-billing issues for the law firm's e-billed clients. Excellent communication and a high level of professional service to management, attorneys, and other staff is required to succeed in this role. Must have a high level of customer service, professionalism, and interpersonal skills. The role requires various interactions with all levels of management, amid a fast-paced, deadline-driven environment.

• Manage all phases of the e-billing lifecycle, including:
  • Matter setup
  • Timekeeper rate submissions
  • Invoice preparation
  • Electronic submission
  • Rejection resolution
  • Payment tracking
• Open and configure new matters in Aderant and assigned e-billing vendor portals, ensuring all required fields, billing guidelines, and rate structures are accurately established.
• Submit and maintain timekeeper rates and budget information within e-billing platforms, coordinating updates as new timekeepers are added or rates change.
• Prepare and submit invoices electronically through multiple e-billing vendor portals, ensuring compliance with client-specific billing guidelines, UTBMS/LEDES requirements, and outside counsel guidelines.
• Research and resolve invoice rejections, reductions, and appeals by identifying root causes, communicating with clients and attorneys, and resubmitting corrected invoices promptly.
• Serve as a primary point of contact with counterparts in client accounting and e-billing departments, building productive working relationships to facilitate efficient invoice processing and issue resolution.
• Track billing and payment activity across assigned matters using Excel and internal reporting tools, proactively identifying discrepancies and escalating issues as appropriate.
• Monitor incoming prebills and invoices to ensure timely electronic submission and completion within established deadlines.
• Provide comprehensive reporting on e-billing status, submission timelines, outstanding balances, and rejection trends to support management oversight and decision-making.
• Collaborate with billing coordinators, attorneys, and support staff to ensure accurate and timely resolution of billing inquiries and client requests.
• Troubleshoot technical issues within e-billing platforms, escalating to the E-Billing Supervisor or vendor support as needed while documenting resolutions for future reference.

Qualifications

• Minimum of three to ten years of e-billing experience in a mid-to-large law firm, with hands-on proficiency across multiple e-billing vendor platforms (e.g., Legal Tracker, CounselLink, Collaborati, TyMetrix 360, Passport, Legal-X).
• High school diploma required or Bachelor’s degree preferred.
• Experience with Bill Blast or E-Billing Hub.
• Working knowledge of Aderant or Elite billing systems.
• Strong critical thinking and analytical skills, with the ability to independently assess complex billing scenarios, identify issues, and determine appropriate courses of action.
• Excellent written and verbal communication skills, with the ability to correspond professionally with attorneys, clients, and internal stakeholders at all levels.
• Proficiency in Microsoft Outlook, Word, and Excel, including the ability to build and maintain tracking spreadsheets.
• Proficiency and understanding of AI tools and emerging technologies to improve workflow efficiency, reporting, and billing operations.
• Advanced Excel skills, including VLOOKUP/XLOOKUP, pivot tables, formulas, data validation, conditional formatting, and report reconciliation.
• Experience reviewing outside counsel guidelines and client billing requirements to support successful e-billing onboarding and ongoing compliance.
• Ability to troubleshoot and resolve coding, formatting, and technical issues related to LEDES files and e-billing vendor platforms.
• Strong understanding of LEDES formats including LEDES 1998B, 1998BI, XML, and client-specific invoice formatting requirements.

Requirements

• Shift: Monday-Friday, 9AM - 5:30PM / Pacific Time
• Must be able to work overtime as needed.
• Great Opportunity for people residing on the West Coast.

Benefits

• Medical, dental, and vision coverage
• Paid time off
• Disability insurance
• 401(k) with company match
• Life insurance and other voluntary supplemental insurance coverages
• Parental leave
• Adoption assistance
• Tuition assistance
• Employer/partner discounts

Company Description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.