Billing Coordinator

The opportunityWe are looking for a talented and experienced Billing Coordinator to join the Finance team in our Dubai office, providing billing support to our trademark and brand management practices.The role plays an important part in supporting the firm's financial performance through the accurate processing of invoices, proactive management of billing activities, and collaboration with stakeholders to improve billing efficiency, reduce lock-up and support cash collection.This role offers significant stakeholder exposure and the opportunity to build strong relationships across the business while contributing to operational improvements and the continued success of the Middle East practice.The firmBird & Bird opens a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that’s only increasing! It is this common purpose and shared approach that make it a more productive and collaborative place to work.Your firm. Your future.The teamYou’ll be joining a collaborative and commercially focused Finance team that supports the firm's operations across the Middle East. Based in Dubai, the team works closely with partners, fee earners and business services colleagues across the UAE and regional offices to drive financial performance, deliver excellent client service and support the firm's continued growth. Reporting to the Finance Director, this role forms part of a wider international Finance function, providing opportunities to work with colleagues across Bird & Bird’s global network.The team operates in a fast-paced and supportive environment, where collaboration, accountability and continuous improvement are highly valued. You will work alongside experienced finance professionals and have the opportunity to build strong relationships across the business while contributing to the success of the Middle East practice.What you'll do As a Billing Coordinator, you will work closely with partners, fee earners, secretaries, clients and colleagues across the global Finance team to deliver an efficient, accurate and client-focused billing service. You will take ownership of the billing process for your allocated practice groups, ensuring compliance with firm policies, client requirements and billing deadlines. Your key responsibilities will include, but are not limited to:Manage the end-to-end billing process for assigned partners, practice groups and trademark/IP portfolios, ensuring invoices are prepared, reviewed and issued accurately and in a timely manner.Prepare draft bills, prebills, credit notes, write-offs and write-downs, reviewing fee earner narratives and ensuring compliance with firm policies, client requirements and agreed fee arrangements.Coordinate billing approvals with partners and fee earners and manage invoice amendments, reissues and client-specific billing requirements.Ensure invoices comply with client billing guidelines, Outside Counsel Guidelines (OCGs), e-billing requirements and purchase order (PO) requirements where applicable.Monitor, review and report on work in progress (WIP), working closely with partners and matter teams to reduce lock-up, improve billing cadence and support the achievement of billing targets.Prepare WIP forecasts, budget estimates, projected future costs and financial analysis for key clients and portfolios.Track client PO requirements, prepare cost schedules and PO requests, liaising with client procurement and finance teams to secure and manage PO approvals and utilisation.Produce regular billing, WIP, debtor and management reports, including analysis of accrued WIP, outstanding invoices, future billing projections and matter profitability.Analyse large trademark and IP portfolios, consolidating financial information across multiple matters, jurisdictions and local agents.Process client and third-party vendor payment requests, including advance funding requirements and payment confirmations where required.Prepare intercompany invoices and process recharge transactions across the firm's international offices.Maintain accurate billing, matter and financial information within the firm's practice management systems, including matter codes, fee allocations and billing structures.Act as a key point of contact for clients, overseas offices, legal operations teams, finance teams, suppliers and internal stakeholders, responding to billing queries and supporting an excellent client experience.Coordinate with partners, lawyers, trademark professionals and business support teams to gather billing information, support financial performance initiatives and improve billing processes.Support month-end and year-end billing activities to ensure departmental and firm-wide financial targets are achieved.Ensure compliance with the firm's financial policies, VAT requirements and internal controls.Support wider Finance team initiatives, projects and ad hoc duties as required.About youThe successful candidate will have the following:Previous billing experience within an international law firm or other professional services environment.Proactive, adaptable and commercially minded, with a can-do attitude and a willingness to learn, develop new skills and contribute to continuous improvement.Strong team player, capable of building effective working relationships with colleagues and stakeholders at all levels and across diverse cultural backgrounds.Excellent interpersonal and communication skills, with a high standard of written business English.Experience of Aderant, Elite 3E, Elite Enterprise or a similar legal practice management system is desirable.Strong numerical and analytical skills with a high level of accuracy and attention to detail.Advanced Microsoft Excel skills, including pivot tables, lookups and data analysis.Experience of e-billing platforms and Outside Counsel Guidelines (OCGs) would be advantageous.Good understanding of VAT and legal billing principles.Experience of multi-currency billing and working across multiple jurisdictions would be advantageous.Ability to interpret client billing instructions and ensure compliance with client-specific billing requirements.Strong systems aptitude and confidence working with finance and practice management systems.High level of professionalism, discretion and integrity when handling confidential information.Ability to manage competing priorities and work effectively under pressure, particularly during peak billing periods.Confidence to challenge appropriately and work collaboratively with stakeholders to support timely billing.The main responsibilities of this role are outlined above; however, this description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department. The role may require some working outside our normal working hours of 9:00 am - 5:00 pm.