RM Hospitality LLC

Billing Specialist

• The Senior Billing Specialist provides high-level support to assigned Billing Professionals, serving as a trusted advisor throughout all phases of the billing cycle.
• Responsible for ensuring the accuracy, timeliness, and compliance of billing processes while driving continuous improvements in revenue operations.
• Accurately and efficiently process a high volume of monthly invoices, including complex arrangements such as split-party billing, flat fees, and multi-matter client-level billing.
• Review and edit proformas and draft invoices to ensure accuracy, compliance with firm and client guidelines, and proper application of write-offs, time/cost transfers, and narrative changes.
• Prepare and finalize invoices, document client distribution, and ensure accurate posting in the firm’s financial system.
• Maintain complete and up-to-date billing documentation, client-specific instructions, and fee arrangements.
• Track and forecast monthly billings based on Partner and client input; monitor unbilled inventory (WIP) to ensure timely billing.
• Review client and matter setup for accuracy and compliance with billing instructions and special fee arrangements.
• Submit electronic invoices, monitor submission status, and promptly resolve rejections or reductions.
• Monitor billing against budgets and alert Partners and management to potential overages or deficits.
• Partner with the Collections team and Billing Partners to resolve payment issues and improve cash flow.
• Communicate proactively with Partners, assistants, and clients regarding billing policies, deadlines, and updates.
• Serve as a key contact for billing-related inquiries and issue resolution.
• Coordinate with Accounts Payable to ensure timely capture of all costs, particularly for out-of-cycle or closing-related invoices.
• Stay informed of client billing policy changes and communicate updates to timekeepers.
• Collaborate with management to identify and implement process improvements and best practices.
• Participate in the development, testing, and documentation of new billing systems, tools, and procedures.
• Support ad hoc billing and revenue-related projects as assigned.

Senior Billing Specialist

• Accurately and timely process high volume of bills each month, including complex bills with requirements such as split party billing, flat fee arrangements and multiple discounts by matter for client-level bills.
• Familiarize self with special fee arrangements for clients and act as resource to billing professionals on how to best implement arrangements.
• Monitor select matter billings against budgets to track and alert of potential overage/deficit.
• Create and maintain accurate and up-to-date client and/or billing professional specific billing instructions.
• Review client and matter setup for accuracy and consistency.
• Review and edit pre-bills according to billing professional instructions and compliant with client billing guidelines
• Submit invoices electronically, monitor and promptly resolve reduction and appeals.
• Communicate effectively with billing professionals, assistants, and clients to solve problems that arise during the billing process to ensure that bills are mailed timely.
• Escalate to the Billing Supervisor, if necessary, clearly articulating the issue and possible solutions.
• Actively listen to issues raised by billing professionals and offer suggestions to the Billing Supervisor on process changes that address the issues.
• Clearly articulate Firm’s billing policies, including policies on write-offs and carry forwards to billing professionals and their assistants.
• Monitor carry forwards and write-offs and alert Billing Supervisor of problems.
• Coordinate with Accounts Payable to ensure that all costs are captured timely, particularly in the case of an out-of-cycle invoice, such as when a closing occurs.
• Troubleshoot with Collections to resolve billing issues resulting in payment problems.
• Create billing schedules and bill and payment analyses as required.
• Assist with special billing projects as needed.