Billing Assistant

Department/Division: Patents
Duration: FTC – 12/18 months 
Location: UK/Remote
Reports to: Patent Account Manager
Direct Reports: No
Type of Role: Remote
Reference no: 6123

The Role

This billing support role is extremely busy and focuses on assisting the fee earners within the Patent Team in both London and Munich. The role covers all aspects of billing clients with high volume matter portfolios, which also includes dealing with tasks related to new client/matter set up. This will also involve liaising closely with various internal teams i.e. Accounts Payable, Billing, Credit Control, Compliance, etc.

As this position is dedicated to the UK market, the standard core working hours are 09:30 to 17:30 but some flexibility here is required.

Responsibilities
 

Matter Opening 

• Liaising with Patent Secretaries to arrange for LOE/Client & Fee Agreements to be drafted and distributed to the client.
• Submission of new client / new matter forms using Intapp Open which involves working closely with Conflicts and AML to address any queries that may arise.
• Liaising directly with clients / fee earners to obtain necessary information.
• Submission of Ad Hoc Conflict Searches.
• Ensuring all matters are opened using the correct client details and that the agreed charge out rates are added to the matter for both London and Munich entities.

Billing

• Distributing WIP reports to fee earners within Patent Team in London and Munich to arrange invoices following strict client deadlines, involving direct dealings with Partners / fee earners.
• Reviewing WIP reports by double-checking rates, amending narratives / transferring time or applying write offs (if applicable) before sending clear billing instructions to the Billing Team in Warsaw to raise invoices for both London and Munich entities.
• Ensuring all disbursements are logged against specific task under correct files and liaising with relevant Accounts Payable Team either in UK or Munich if required.
• Checking invoices once received from the Billing Team, to ensure they are correct for forwarding to the client, which also involves preparing manual invoice narratives and summary table as per client requests. Searching for relevant disbursement backups, which must be attached as part of the invoice distribution package.
• Assisting with raising invoices / credit notes.
• Assisting the Billing Team with month end patent billings.

General
 

• Reviewing outstanding invoices with the Credit Control Team and assisting with cash collection.
• Preparing Statements of Account to various clients upon request.
• Dealing with queries from Third Party Agents.
• Review and chase missing and uncompleted time entries for the Patent Team.
• Provide general assistance to the Patents Account Manager with ad hoc project work, as and when required.
• Comply with the firm's policies and any other legal obligations, and effectively manage risks to the firm where those risks relate to this role.

Required experience, skills, and attributes 

Technical Skills

• Good knowledge and understanding of billing, obtained through work experience in a similar environment. Experience of working in a UK Law Firm (or similar) is not essential for this role.
• Possesses the knowledge to deal effectively with fee earners & Partners.
• Good interpersonal and communication skills, both written and verbal.
• Able to prioritise and multi-task particularly when working under pressure and to tight deadlines.
• Able to interact positively at all levels and a good team player.
• Methodical approach to work with a specific focus on accuracy.
• Hardworking and enthusiastic approach to work; professional in outlook, attitude and appearance.
• Confident using MS Office, including Word and Excel (minimum intermediate level required).
• Knowledge of the Elite accounts system, and of e-billing systems would be a positive attribute.
• Basic knowledge of Solicitors' Accounts Rules.
• A good knowledge and understanding of VAT would be a valuable skill.
• Flexible and prepared to work additional hours at month, quarter and year ends.

Personal Attributes

• Excellent written and verbal communication skills.
• Highly structured and organised individual, with good attention to detail, accuracy and quality.
• Able to demonstrate good client / customer facing skills.
• Able to make decisions and maintain focus while in a time-sensitive situation – particularly when dealing with difficult situations.
• Proactive with a "can-do" attitude in all areas, with a genuine sense of self-motivation.
• Understands the need for documentation and well-defined procedures.
• Professional in outlook, attitude and appearance.
   

Firm Profile

Across over 80 countries, Dentons helps you grow, protect, operate and finance your organization by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Diversity & Inclusion

Essential to our success as a global law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We want a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences. We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved. We welcome you to learn more about diversity and inclusion at Dentons.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability. Any disability disclosure will be dealt with confidentially and sensitively and if you want to speak directly to a member of our team, please email  recruitment.matters@dentons.com.

NO AGENCIES PLEASE 

If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand please email recruitment.matters@dentons.com – Enquiries only please, applications will not be accepted via email. 

Please note that we will not accept unsolicited CV's sent to the business, nor will we accept any associated terms of business.