Overview of the role The post holder will carry out a range of activities to ensure all matters in scope meet high standards of financial hygiene, meeting the firm’s objectives in relation to average WIP days and average debtor days. The post holder will act as the first point of contact for all invoicing related queries: whether these are from colleagues, clients, or external third party law firms; with the ability to resolve issues quickly and to a high degree of satisfaction. In addition the post holder will also provide general administrative support to help the team grow the business. Key relationships Partners Managing Fee Earners and Associates Paralegals Operations Analyst Secretaries Revenue Controller Group Billing, Ebilling and Credit Control Business Systems Client-side counterparts (e.g. Business Managers, Administrators) What will you do Create, regularly review and update, operating guides that set out in practical terms the invoicing and cost management details for each client and third party local counsel firm, ensuring these meet both the requirements of any client master services agreements and the internal operating model of the department and firm; agreeing these with the Head of Operations; and operating them on a continual basis. Maintain an accurate record of all client fee agreements in the Schedule, undertaking quality assurance activity as required to ensure that all relevant details are complete and accurate in advance of raising invoicing requests with Group Billing. Quality assurance may involve checking Ebilling systems, reviewing client instruction emails, reading pitch documentation, and consulting detailed delivery trackers. Critical evaluation of information in relation to billing and cost management to identify anomalies and inconsistencies; and to investigate, liaise and question as required to confirm necessary details. Being responsible for reviewing and redrafting as required the sub-heading descriptions used on invoices, ensuring these are concise and self-explanatory, clearly describing both the work being billed, and where necessary the fee agreement made; creating for inclusion additional sheets where required (e.g. jurisdictional lists); ensuring these are consistent with internal guidelines and reflecting the professionalism of the firm. Regularly meet with MFEs and their delegates (Associates, Paralegals) to review WIP and other cost management data (e.g. counsel fee agreements made, delivery tracking reports), reconciling this with client invoicing agreements recorded in the Schedule, to ensure client fee agreements made are up to date and accurate Run and review WIP reports at agreed frequencies for every matter, ensuring all time and costs are categorised correctly and reconciled against the Schedule, updating as required e.g. activity codes, transfer of incorrectly recorded time, suggesting amendments to time keeper narratives in line with master services agreements. Review activity codes on every file to ensure these remain accurate and relevant; requested new ones; amending and deleting existing ones as required. Identifying and requesting Third Party Payers are set up and associated with relevant file in a timely way to prevent delays when invoices are requested. Regularly meet with the Operations Analyst to ensure all delivery reports and management information reports are reflecting accurate cost data. Take on responsibility for contacting third party law firms to present their outstanding invoices to us so these fees can be settled in a timely way, including onward presentation to the client where required. Clearly instructing and liaising with Group Billing to ensure all invoices are raised accurately Clearly instructing and liaising with Ebilling team as required, for example to provide details of client accrual amounts or provide PDFs to be uploaded with our own invoices Liaising with client-based finance/administration contacts/teams as required, for example to provide trackers of budget spend or confirm information Set up new matters ensuring all details are correct. Prepare internal management reports for the Head of Operations, including a weekly WIP and debt report using data provided by Group Billing and Credit Control Promptly contact clients in relation to unpaid bills, providing copies of invoices along with agreed fees/instruction emails; escalating to Head of Operations when this does not result in timely settlement. Contribute to the ongoing review of process to continually improve ways of working and deliver better outcomes Organising internal and external meetings, including venues (eg client relationship meetings) and support with any travel booking relating to the same Drafting high-quality correspondence, emails and documents, including instruction/engagement letters and confirmations Drafting high-quality agendas, reports, presentations and spreadsheets Taking notes from meetings, creating and maintain action logs, and distributing these to relevant people Filing and organisation of materials including business development collateral and pitch materials What we're looking for Ed ucation / qualifications / experience Experience in a Law firm environment with experience of billing processes essential Knowledge and technical skills Good working knowledge and ability to use Microsoft Office Intermediate-level Excel skills (e.g. formulas, pivot tables, lookups, report generation) Excellent working knowledge and ability to use business system systems (eg AX, InTapp) General skills Self-motivated with the ability to work consistently without supervision and direction Highly detail-oriented with strong focus on task consistency and precision Critical thinking and evaluation skills Solution orientated with the ability to identify remedies to problems and implement these, escalating only where necessary Highly organised with the ability to manage a fast-paced workload Polite, positive and diplomatic approach at all times Able to prioritise workload to meet daily, weekly, monthly, and annual deadlines Ability to make appropriate decisions seeking advice and escalating issues where necessary Openness to change and working in different ways, including embracing new technologies Strong interpersonal skills. Ability to communicate effectively by adapting style of written and oral communication appropriately Confident and professional approach Ability to interact with colleagues and clients of all levels Able to work independently, and effectively as part of a diverse and inclusive team Flexible working hours during busy periods and in line with business needs Here at Simmons & Simmons Simmons & Simmons is a place where dynamic minds thrive. Our culture is built on work that matters, you will work on inspirational and thought-provoking projects, using your influence to create positive impact for our clients, society and the planet. We also ensure that everyone’s voice is heard from day one, irrespective of job title, qualification, or background. You’ll be encouraged to have an enquiring mind and share ideas that can drive the firm forward. Through innovative learning and development opportunities, you will be provided with a platform to excel, enabling you to exceed your career ambitions and do things you never thought were possible. Key Highlights: Competitive compensation package, including bonuses, private medical insurance, and pension contribution. A global skills academy offering extensive learning opportunities for all employees. A hybrid working model, requiring a minimum of three days in-office, subject to role and client needs. Integration of traditional legal expertise with innovative Simmons & Simmons Solutions. Recognition as a Stonewall Top Global Employer and a Top 75 Employer for Social Mobility. Vibrant social and sports committees, as well as art collections featuring renowned artists. The introduction of a Strategic Advisory Council to drive strategic initiatives in line with our mission Equal opportunities We are dedicated to fostering an inclusive environment, offering equal employment opportunities across all spectrums of race, ethnicity, religion, age, disability, sexual orientation, gender identity, and more. Flexible working arrangements are supported, and we strive to make our roles accessible to all. Our employee networks offer additional support, detailed in our D&I Information booklet provided during the recruitment process. We value diversity and encourage applications from those who are passionate and willing to grow with us, even if not all requirements are met. Your unique experiences and perspectives are welcomed here. For more information or to apply, please contact our Recruitment Team or visit our career page.