Job Description
Billing & Collections Specialist
Sheffield, UK
Full-time, permanent
About the team:
The finance specialist team is focused on providing the highest level of service to some of Fragomen's biggest clients; putting our established client working relationships front and centre in everything we do.
We are all passionate about understanding our client’s needs and translating those into processes that can be relied upon to produce the best results. As subject matter experts we regularly challenge the status quo, to ensure we are working in the most effective ways and encourage all team members to have a voice and contribute.
Transparency, open communication and autonomy are integral to our culture which helps foster great teamwork, innovation, and a convivial working environment.
About the role:
A Billing & Collections Specialist will act as a subject matter expert, providing financial support and education for the business, whilst managing a range of finance processes and relationships for key clients. The role will involve being responsible for approving invoices in line with client protocols, checking invoicing data for accuracy and completeness, submitting Invoices to clients (both individually and in consolidated form) through e-billing, soft and hard copies, invoice query management, billing reporting and analysis, and client protocol development and documentation. You will manage the accounts receivable ledgers of key clients, performing collections activities and ensuring that forecasts are accurate, and payments reach the business within agreed payment terms.
Our Billing & Collections Specialist will be able to communicate in a professional manner with internal and external clients, attorneys and paralegals and adhere to existing Firm billing policies and procedures. They will also work closely with our wider Billing & Collections teams to address any issues and support on related projects.
Other key responsibilities will include:
- Ensuring timely and accurate invoice submission to clients based on agreed upon timelines.
- Building and managing good working relationships with external clients
- Approving invoices in line with client protocols with a heavy focus on accuracy
- Managing of AR ledger & client debt with a focus on bringing payments into terms and providing written and verbal updates to the wider collections team
- Providing regular AR reporting to clients
- Managing invoice queries, providing efficient and accurate responses to the client within agreed SLA’s
- Creating and maintaining protocols within the Client Protocol Library
- Working with Management to review current processes with an eye on improving and documenting same
- Processing credit card payments
- Collaborating with other teams / stakeholders around the business to influence, train and educate on billing and finance matters
- Reviewing and understanding Client Fee structures, billing, Invoice submission and collections processes
- Being a subject matter expert and working on billing & collections projects
- Supporting case management team and client with ad hoc reporting requests
- Auditing client invoices for accuracy and produce consolidated billing reports / Invoices for clients
- Leading the onboarding of new clients including creating and documenting the order to cash journey
- Supporting the Finance Services Manager and Finance Services Supervisor with any ad hoc tasks
About you:
To be successful in this role you would ideally have previous experience within finance, in a billing or collections role, with focus on managing order to cash processes for clients. You will have a high level of proficiency in word processing, excel (including Vlookups, Count and Sum ifs & Pivot tables), internet and email systems.
You will have a proven track record of client and senior stakeholder management; with the ability to present complex issues in a succinct manner and influence decision making. Being able to demonstrate tangible results in resolving complex billing and collections problems along with reducing aged AR and DSO, would be highly advantageous.
Also required:
- Be able to act under instruction with limited supervision, and process feedback in a constructive manner
- Strong communication skills
- Complete tasks within agreed time-frames and in line with expectations
- Be highly organised - simultaneously managing numerous initiatives and activities with attention to detail
- Strong analytical skills, forward thinking and creative
- Have a pragmatic approach to problem solving using initiative and tenacity to succeed
- Demonstrates the ability to challenge the status quo and find better ways of working
- Previous experience of forming and cultivating relationships with clients and internal stakeholders would be advantageous
- Ability to be adaptive in a team where responsibilities and processes frequently change
- Willingness to be trained on all aspects of the team responsibilities and to cover as required
- Be willing to assist in other key areas within the EMEA team
Fragomen in Sheffield:
Our Sheffield office is based in the city centre with the added bonus of free on-site parking, as well as several public transport links close by. The office has approximately 400 people working collaboratively and creating a dynamic, positive environment with over 20 different languages being spoken. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.
The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.
Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.
Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.
