Accounts Receivable and Billing Coordinator

Position Summary

NowackHoward, LLC, is seeking a highly organized and client-focused Accounts Receivable and Billing Coordinator to support our practice. This role supports the Firm’s financial operations through billing administration, collections management, reporting, and accounting support.

The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, team-driven environment. This position plays a critical role in ensuring efficient operations, maintaining billing and accounting processes, supporting collection efforts, and ensuring compliance with Firm policies and procedures.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Billing Administration

• Managing the Firm’s monthly billing cycle, including generating pre-bills, processing edits, and issuing final invoices.
• Monitoring attorney time entry and ensure billable hours are entered into the billing system daily: Sending follow up emails regarding time entry requirements as needed
• Coordinating the monthly pre-bill review process and ensure attorney approvals and edits are completed during the first week of each month.
• Distributing finalized prebills each month.
• Generating retainer invoices, process retainer deposits, and maintain payment tracking records.
• Managing billing-related phone calls, emails, and correspondence: Managing and oversee the billing inbox
• Assisting with client terminations by gathering billing information and preparing final invoices: Ensuring bills have been paid by clients prior to closing out file.

Accounts Receivable & Collections

• Process and post client payments daily, including: Credit card payments through LawPay, ACH payments, Check payments, including lockbox processing.
• Reports: Preparing and distributing daily payment reports to the Leadership Team.
• A/R reports: Monitoring client accounts and outstanding balances, Generating and review Accounts Receivable (A/R) reports, Running A/R reports within 30 days of client invoice distribution to identify outstanding balances and following up via email and phone as needed.
• Managing Aged A/R Reports: Preparing and send monthly Aged 30, 60 and 90 + days A/R reports to Attorneys, Leadership and CPA, Conducting collection follow-up activities on accounts aged 30, 60, and 90 days via email and phone, Communicating with attorneys regarding delinquent accounts, collection efforts, and write-off recommendations, Coordinating final write-off process and approval in close collaboration with Managing Partner.
• Collections Checks: Processing client reimbursements related to collection payments,
• ACH: Coordinating efforts to transition clients to ACH payment methods.

Accounting & Financial Administration

• Perform internal accounting functions, including: Client audit letters, Client billing and invoicing, Client payment processing, Collection payment processing, Check requests, Employee Reimbursements, Reconciliation of internal and external accounts in collaboration with CPA
• Reconcile cost advances and client-related expenses charged to Firm credit cards
• Maintain accurate billing records and supporting documentation.
• Process approved write-offs, credits, and billing adjustments in accordance with Firm policies.

Reporting & Process Support

• Generate and distribute recurring financial, billing, and collection reports.
• Provide monthly A/R reports to attorneys for account review and write-off recommendations.
• Identify, investigate, and resolve billing discrepancies while maintaining appropriate documentation.
• Collaborate with attorneys, Leadership, the Collections Team, Firm Administrator, and CPA to support billing operations, collection efforts, and process improvements.
• Develop, maintain, and update Standard Operating Procedures (SOPs) related to billing, accounts receivable, collections, and accounting processes, including the creation and maintenance of report generation procedures within Orion to ensure consistency, accuracy, and operational continuity
• Utilize the Firm’s 90.io platform to track, manage, and complete assigned to-dos, projects, goals, and milestones. Maintain accurate and current status updates within the system and meet weekly with the Firm Administrator to report on progress, deliverables, priorities, and obstacles, ensuring accountability for assigned responsibilities and project outcomes.

Administrative Support

• Perform general billing and assist with accounting administrative duties as needed
• Provide administrative support to the Firm as needed, including assisting with phones and other office operations during periods of reduced billing activity.
• Special projects as needed

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Previous experience in a billing or accounting role
• Educational background or coursework related to billing, accounting, or a similar field
• Strong organizational and multitasking skills in a fast-paced environment
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong attention to detail and accuracy
• Ability to maintain confidentiality of sensitive and privileged information
• Customer service mindset with a collaborative approach

Preferred Qualifications (Knowledge, Skills, and Abilities)

• Experience with Orion software
• Experience with 90.io software
• Experience with LawPay

Key Skills and Competencies

• Strong organizational, planning, and time management skills
• Excellent communication and interpersonal abilities
• Ability to manage multiple priorities and deadlines effectively
• Analytical thinking and critical thinking skills
• Attention to detail and accuracy
• Initiative, adaptability, and sound judgment
• Ability to work independently and collaboratively within a team
• Professionalism and integrity, including maintaining confidentiality

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen.

The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.

Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Benefits

• Health insurance
• Dental Insurance
• Paid time off
• 401k

Perks

• Work from home (1 day per week after 90 days)
• On-site Gym

Pay: $55,000.00 - $56,000.00 per year

Benefits

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• On-site gym
• Paid time off
• Work from home

Education

• High school or equivalent (Required)

Experience

• Accounts receivable: 2 years (Preferred)
• Orion: 1 year (Preferred)

Language

• English (Required)

Ability to Commute

• Atlanta, GA 30326 (Required)

Work Location: In person