Senior IP Billing Coordinator

  • Choate, Hall & Stewart LLP
  • Boston, MA
  • Dec 19, 2023
Full time Business Process Financial Corporate Finance

Job Description

In a fast-paced team setting, the Senior IP Billing Coordinator is responsible for a wide range of billing activities, including preparing and distributing invoices, communicating billing issues to various levels of the organization and working with the Firm’s clients, partners and personnel to address billing related issues. This individual is expected to deliver high quality work product and excellent service to both internal and external clients. In addition, the Senior IP Billing Coordinator also supports several Billing Manager functions, on an as needed basis. This includes reviewing inventory reports, auditing final invoices and making suggestions on how to improve processes and policies.

Job Functions:

  • Provide a high level of service to the Firm’s clients, partners and personnel to ensure the accuracy and timeliness of invoices.
  • Develop a strong rapport with the Firm’s partners and assistants. Initiate periodic follow up meetings with them to ensure that billing needs are being met and invoices are processed and sent in a timely manner. Follow-up items may span multiple months. Must be able to schedule reminders and monitor incomplete items.
  • Research and respond to billing related issues and inquiries, including the preparation of status reports as requested. Must be comfortable querying systems including, but not limited to, CPi, Elite and the USPTO site.
  • Utilize Elite to generate, distribute and edit proformas. Editing includes transfers, write-offs and adjustments to time entries resulting in final invoices which are sent to the client. Prior to distribution, IP billing also requires a pre-review of the proformas to flag for completed tasks, budgets, and other various edits.
  • Review own work and that of others, as part of the department’s quality review process.
  • Prepare billing related reports to ensure that client accounts are being billed as agreed upon in the terms of the engagement letter. This may include monitoring alternative rate billing schedules, tracking budgets and preparing customized client-side reports and invoices.
  • Assist in month and year-end close activities working with other departments and management.
  • Mentor and train new billing coordinators on procedures and departmental computer applications. Work with the Patent Team to train timekeepers on time entry and billing. Follow up with timekeepers who are not in compliance.
  • Keep Billing Manager informed about compliance, issues and potential risks.
  • Assist the Billing Manager with reviewing inventory reports. This includes reaching out to attorneys regarding aging WIP and following up with attorneys responsible for reviewing other Billing Attorney’s invoices. 
  • Work overtime as needed, or when requested to do so with advance notice.

Essential Competencies:

  • Works proactively with others to coordinate activities within a department or function of the Firm.
  • Organizes, prioritizes assignments, and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
  • Motivates others to attain their highest levels of achievement, productivity, and work satisfaction.
  • Maintains current knowledge of trends and developments affecting the area of specialization.
  • Encourages innovative thinking and the exercise of sound judgment to achieve results.


  • Bachelor’s degree preferred.
  • A minimum of 5 years legal billing experience preferred, with a minimum of 2 years IP billing required.
  • Proficiency in Elite required.
  • Experience with CPi required.
  • Noted ability to maintain departmental and team standards in a deadline driven environment.
  • Strong overall technical aptitude including knowledge all MS Office applications.
  • Ability to work independently while at the same time working as a team member in the department.
  • Ability to keep a level-head during stressful situations, including receiving time sensitive requests with short notice.
  • Strong client service skills.  Must be able to manage many different personalities.
  • Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis.
  • Superior verbal and written communication skills and the ability to interact with all levels of personnel in a professional and courteous manner. Must have a strong work ethic and the willingness to work additional hours as needed.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

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