At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
This non-exempt employee will be responsible for handling outstanding accounts receivable for assigned portfolio. The Accounts Receivable Coordinator will support staff and attorneys in the business aspects of the client relationship. Specifically, this person will be responsible for the collections of the Firm’s outstanding receivable accounts and all related duties.
Essential Duties
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Report accounts receivable status in appropriate tracking systems (i.e. – Elite 3E and AR Click).
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Respond to client and attorney requests timely.
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Contact clients daily on aging accounts; keep attorney updated on payment status.
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Process payment and write-off transactions.
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Work with the Cash Application desk to insure the correct payment allocation. Check online banking systems for expected payments as required.
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Work with the Cash Application desk to process trust withdrawals.
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Manage client payment schedules when a payment program has been agreed, by following up with the client to ensure promised payments are received.
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Notify attorney of unallocated funds and follow up as appropriate for older unallocated funds.
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Update attorneys and Section Chairs on A/R over 45 days as applicable.
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Handle calls from clients with respect to questions concerning billing, collections, and payments.
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Provide clients with requested invoices / reports.
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Process refund requests.
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Provide ad-hoc reports to Clients, Attorneys, Section/Department Chairs, and management.
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Develop and/or maintain high level of functional job knowledge, including system operations.
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Work closely with the billing team to ensure client and attorney expectations are met to allow for timely payment.
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Ability to research/problem solve by using internal and external systems.
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Use of external vendor systems such as e-bill and payment sites.
Other Duties
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Attend General Accounting meetings.
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Perform other related duties as needed or assigned.
Qualifications
Knowledge/Experience
Three years of experience in law firm accounts receivable; five years or more preferred. Legal secretary, business to business accounts receivable experience or general accounting background will be strongly considered. The Accounts Receivable Coordinator should possess knowledge of basic accounting, record keeping, general office procedures and legal terminology. Experience working within a law firm or professional services environment preferred. A broad range of technical ability, with a demonstrated aptitude, excellent organizational skills and willingness to learn new software/applications is needed for this position.
Qualities
Incumbent must be self-motivated, highly organized, detail oriented, strong work ethic, good oral and written communications, timely in all respects, good with numbers, persistent / tenacious, ability to persuade others to do what is necessary in a respectful manner, ability to “think out of the box”, able to work with minimal supervision and must be able to work in a fast-paced environment.
Skills
The Accounts Receivable Coordinator must be proficient with Microsoft Office Applications and be detailed oriented. The Accounts Receivable Coordinator must have the personality and ability to interact with clients and Haynes Boone attorneys/employees. The Accounts Receivable Coordinator must have the ability to work both independently and as a member of a team. The ability to work with many different types of personalities at all levels of an organization is a must. This individual must have the ability to answer questions while maintaining confidentiality. A sense of “urgency” is of an utmost importance. Must be flexible and able to adapt to change quickly.
Education
The Accounts Receivable Coordinator must be a High School graduate; some college work preferred.
Physical Demands
Must be able to move around the office up to 5% of the time to make copies, fax, file, etc.; Remain stationary at least 95% of the time; This position operates computers and other office productivity machines (e.g., copier, printer, scanner, etc.) on a regular basis; Occasionally requires documents or files weighing up to 15 lbs. to be moved; This position must be able to view a computer screen at least 95% of the time.
Working Conditions
Hybrid Office Environment
