Billing Administrative Assistant - Legal

At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.

Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.

PROFILE

The Ottawa office is currently recruiting for a Billing Administrative Assistant to coordinator and processes all billing related functions for professionals in the IP Litigation department. The successful candidate should be proactive, have a strong work ethic and an ability to work effectively both independently and as part of a team.

RESPONSIBILITIES

Request and process all pre-bills ensuring accuracy of details.
Review and edit text narratives in dockets for accuracy
Provide regular invoicing to clients and process accordingly.
Make necessary amendments to bills and submit for production of invoices. Review final copies and submit to professionals for signing and distribution via mail out or email.
Review, code and obtain approval for invoices and scan and save into the system.
Ensure client contact information is kept current in all systems.
Receive incoming payments, process trusts and refunds from future transaction deposits.
Liaise with accounting and accounts receivable team on the collection of payments and follow up with clients on billing requirements.
Process trust cheque requisitions.
Other duties as required.
QUALIFICATIONS

Post Secondary Diploma
Minimum 3 years experience in an administrative role. Billing experience is an asset.
Ability to communicate in a professional, efficient manner with clients and external contacts, as well as internally throughout the firm.
Ability to use discretion when dealing with confidential information.
Capacity to work independently, as well as in a team environment.
Produce a high quality and quantity of work product, occasionally under tight timelines.
Able to prioritize and to redefine priorities when necessary.
Handle stress in a business-like manner.
Excellent proficiency with Microsoft 365, Outlook, Excel, and knowledge of Aderant, iManage or a similar document management system would be an asset.
Gowling WLG firm members benefit from a hybrid work environment.

Not sure if you meet all the requirements? If you are excited about this opportunity but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.

While we appreciate all applications received, only those candidates selected for an interview will be contacted. Read more