Intellectual Property Billing Specialist

Position Summary:

Our prestigious law firm is seeking a highly skilled and motivated Intellectual Property Billing Specialist to support the complex and dynamic billing needs of our global Intellectual Property (IP) practice.  The ideal candidate will have a robust background in billing processes and a minimum of 10 years of experience in managing all aspects of billing within an IP practice.  The candidate should possess a deep understanding of fixed fees, demand billing, foreign associate invoice processing, fee estimates, and corporate billing software.  This is a fast-paced, detail-oriented, and deadline-driven position requiring a high level of expertise, client-service acumen, and exceptional organizational skills.  The individual will be responsible for managing billing activities from the point of bill creation through to resolution, while providing excellent client service to both internal stakeholders (attorneys) and external clients.

This role requires the ability to prioritize competing demands, work autonomously, and proactively support the billing team.  You must be a self-starter with the flexibility to adapt to shifting deadlines and changing client requirements.  The successful candidate will also serve as a liaison between IP attorneys, clients, and other administrative departments within the firm.

Key Responsibilities:

• Billing and Cost Estimates:
  • Prepare and provide accurate cost estimates for searches, filings, and other IP-related services, ensuring alignment with client billing structures and expectations.
  • Develop and maintain clear, consistent, and accurate billing estimates for various IP matters, including patents, trademarks, and other intellectual property services.
• Client and Foreign Associate Billing Support:
  • Address inquiries, requests, and concerns regarding billing, invoices, and payment status from clients, foreign associates, and vendors.
  • Coordinate third-party payments arising from settlement agreements, ensuring prompt processing and documentation.
  • Review and code incoming invoices from foreign associates, ensuring accuracy and compliance with firm policies.
  • Review and process foreign associate invoices for timely billing, ensuring they comply with client agreements and firm policies.
• Pre-Bill Review and Compliance:
  • Conduct thorough reviews of pre-bills (700+ matters) to ensure all charges are accurately recorded, compliant with client-specific requirements, and reflective of the firm's billing practices.
  • Collaborate with attorneys to ensure the proper setup of fee arrangements for billing purposes.
• Billing Analysis and Process Improvement:
  • Perform detailed billing analysis to identify trends, discrepancies, and opportunities for operational improvements, ensuring optimal billing practices.
  • Identify areas for process improvement within the billing function, implementing solutions that streamline workflows and enhance overall efficiency.
  • Assist in the development and implementation of "on-demand billing" processes for international clients, ensuring timely and accurate invoicing.
• Client-Specific Billing Structures and Documentation:
  • Document and implement client-specific billing requirements and structures, ensuring all practices align with agreed-upon terms and conditions.
  • Maintain thorough records of client billing guidelines, agreements, and invoicing history.
  • Assist attorneys in preparing, updating, and analyzing client billing agreements, retainers, and alternative fee arrangements (AFAs).
  • Work with attorneys to create and track fixed-fee projects, ensuring profitability and adherence to client expectations.
• Fee Structure Management:
  • Collaborate with firm departments to develop and refine fixed-fee structures for IP matters, ensuring alignment with client needs and industry standards.
  • Assist in the preparation and maintenance of rate letters, fee schedules, and other key resources for patent and trademark services.
• Collaboration and Cross-Department Communication:
  • Work closely with the billing department, marketing, and business administration (MBA) to resolve client billing issues and discrepancies.
  • Foster strong working relationships with attorneys and other stakeholders, providing timely updates and resolving billing-related issues efficiently.
  • Train new attorneys and legal assistants on billing processes, software tools, and client-specific billing guidelines.
  • Support special projects, including the implementation of fixed-fee arrangements and new billing procedures.
• General Support and Administration:
  • Respond to attorney inquiries regarding unbilled inventory, historical billing data, and payment status.
  • Cross-train with team members to ensure seamless coverage across all billing functions and to support overall team goals.
  • Provide coverage for email inbox requests, ensuring timely responses to all inquiries.

Requirements:

• Experience and Knowledge:
  • A minimum of 10 years of experience in billing for a global intellectual property practice, with a deep understanding of the complexities of IP billing processes.
  • Extensive experience with billing software (e.g., Aderant Expert Software, Paperless Prebill) and various electronic billing platforms (e.g., TyMetrix, Serengeti).
  • Solid understanding of client fee structures, including fixed fees, demand billing, and alternative fee arrangements (AFAs).
  • Familiarity with the unique requirements of foreign associate billing and international IP transactions.
• Skills:
  • Exceptional attention to detail, ensuring accuracy in all aspects of billing and invoicing.
  • Strong written and verbal communication skills, with the ability to interact professionally with clients, attorneys, and administrative teams.
  • Ability to work independently, manage competing priorities, and meet tight deadlines in a fast-paced environment.
  • Excellent analytical skills, with the ability to identify trends and areas for improvement in billing processes.
  • Strong organizational and time management skills, with the ability to multitask effectively.
• Personal Attributes:
  • Strong client-service orientation, with the ability to address client needs proactively and professionally.
  • High degree of professionalism, confidentiality, and integrity in dealing with sensitive billing information.
  • Ability to collaborate effectively in a team environment while also working autonomously when required.

Preferred Qualifications:

• Experience in handling IP billing in a global law firm or multinational corporation.
• Knowledge of international billing practices and foreign currency considerations.
• Familiarity with intellectual property law and related industry standards.

If you are a highly organized and detail-oriented professional with a passion for intellectual property billing and a commitment to providing exceptional client service, we encourage you to apply for this challenging and rewarding position.