Billing Intake Engagement Specialist

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

This position can be based in our global operations center in Brandon, FL (Tampa Bay area), or at the Firm's Dallas office.

General Description:

We are seeking a Billing Engagement Intake Specialist to join our team. This is an exciting opportunity to work in a dynamic and fast-paced environment and contribute to the growth and success of our Firm.

The Billing Engagement Intake Specialist coordinates the intake process for new and existing client engagements, with a specific focus on billing terms and agreements. This position ensures that all engagements are set up accurately and in compliance with the firm's policies and client-specific guidelines. The Billing Intake Engagement Specialist collaborates closely with attorneys, practice assistants, the billing teams and various business services teams to streamline the intake process and enhance the accuracy of billing data.

This position offers the flexibility to work from home. Periodic in-office presence is required for monthly team meetings, events, and training opportunities. 

Key Responsibilities and Essential Job Functions:

• Manage the intake process for new and existing client engagements, ensuring all billing terms and agreements are obtained, accurately documented and aligned with firm policies.
• Maintain detailed records of all client engagements and billing agreements, ensure all documentation is up-to-date and accessible to relevant teams.
• Review and verify billing guidelines, engagement letters, and outside counsel guidelines to ensure compliance with client-specific terms. Information will be documented and retained within the firm’s guidelines and terms database.
• Perform quality checks on billing-related data to ensure accuracy and completeness before finalizing the engagement set-up.
• Collaborate closely with attorneys, practice assistants, the billing, ebilling and billing compliance teams, and various business services departments to obtain and distribute necessary documentation, resolve any discrepancies in billing terms and ensure setups are aligned with agreed terms to ensure a smooth engagement process.
• Identify areas for improvement in the engagement intake process and implement procedural changes to enhance efficiency and accuracy.
• Assist with training and support to practice assistants and other staff involved in the engagement intake process to ensure they understand and adhere to billing guidelines and procedures.
• Generate reports on engagement setups, billing terms compliance, and other key metrics to monitor performance and identify trends.
• Special projects and duties as assigned.

Required Skills:

• Excellent organizational skills, ensuring accuracy in billing terms, engagement letters, and data entry are crucial.
• Meticulous attention to detail to avoid errors that could lead to billing discrepancies or compliance issues.
• Ability to communicate effectively in all forms across multiple audiences.
• Ability to interpret and analyze data, understanding of how data is organized and stored and the processes and steps involved in managing and utilizing data, including data entry, validation, and reporting.
• Ability to work independently or collaboratively in a team environment.

Required Qualifications & Education:

• Bachelor’s degree in business administration, finance, or a related field.
• Experience with Intapp or similar client intake software. Knowledge of Aderant or other legal billing systems.
• 5+ years of legal or financial experience with a focus on billing, ebilling and client intake process.
• Familiarity with billing software such as Aderant or Intapp is beneficial. Candidate should also be knowledgeable of E-Billing vendor sites in addition to Billblast or Ebilling hub.
• Familiarity with review of and implementation of billing guidelines, engagement letters, and outside counsel guidelines.
• Ability to identify and resolve issues related to billing terms and data requirements is essential. This includes addressing discrepancies and ensuring that all documentation is accurate and complete.
• Ability to answer questions relating to the New Business Intake Form.
• Strong understanding of legal billing practices and terminology.
• Knowledge of industry standards and compliance requirements.

Preferred Qualifications & Education:

• Exposure and understanding of the client engagement process and revenue cycle.

Physical Requirements:

• Ability to sit or stand for extended periods of time.
• Moderate or advanced keyboard usage

Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

Below is a list of just some of the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; pre-tax transit and parking program; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

Benefits may vary by position and office.

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.