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Billing Coordinator

Cleveland

We are currently seeking a full-time Billing Coordinator (40 hours/week) to join the Finance department in our downtown Cleveland office.  This position will process client bills and assist secretaries in all billing functions.

 

Position responsibilities include but are not limited to;

  • Process all client bills for the Cleveland office and firm-wide attorneys. This includes generating proformas, making narrative edits, adjusting hours as needed, processing adjustments as needed, ensuring proper approvals, and finalizing invoices.
  • Work with various electronic billing vendors as directed by clients.
  • Answer questions, resolve problems and provide assistance to secretaries as requested.
  • Research pending invoice reports periodically throughout the month.
  • Act as back up for other Billing Coordinators.
  • Pull copies of archived bills as requested.
  • Run reports on the Aderant and/or InfoView systems for attorneys, paralegals and/or secretaries (i.e., unbilled time reports, outstanding invoice reports, audit reports and inquiries).
  • Monitor and respond in a timely manner to the Billing Help Line and e-mail account.
  • Other essential functions as requested by the Billing Manager.
  • Adapt to new technologies and/or add new job duties as directed.

 

 Qualified candidates will possess at least a high school diploma or equivalent. 2+ years of office experience is required. Preference will be given to those with billing experience in a professional services firm and/or additional experience in accounting functions. Ideal candidates will have an Associates or Bachelor's degree in a finance-related related field, and experience in law firm setting using the Aderant financial system.

 

To be successful in this role, candidates must maintain a high standard of customer service and work well in a team setting. Excellent communication skills (both verbal and written), impeccable attention to detail, accuracy in data entry, and the ability to work independently are also critical functions for our Billing Coordinators. Applicants should be comfortable working under pressure of tight deadlines and rush assignments as needed. Must have experience with 10-key and Microsoft suite (Excel, Word, Windows), preferably at an intermediate level. The ability to work on deadlines and rush assignments is necessary. Occasionally this position will need to work nights and weekends depending on the workflow.


Human Resources Specialist

Cleveland

We are currently seeking candidates for a full-time (40 hours per week) Human Resources Specialist in our downtown Cleveland office.  This non-exempt position will be an integral member of the Human Resources team, focusing on the onboarding and offboarding of employees, responding to questions directed to the Human Resources helpline, and a variety of benefit related tasks.

Job duties include, but are not limited to the following:

  • Administer the Firm’s Non-Qualified Retirement Plan.
  • Create personnel files for new hires and track the collection of and file new hire paperwork.
  • Maintain organization and cleanliness of the HR file room.  File paperwork and scan personnel files for departed personnel.
  • Enter background check information into vendor site and review results.
  • Respond to inquiries made to the Human Resources helpline.
  • Generate and distribute paperwork for departing personnel.
  • Ensure the Firm remains in compliance relative to the completion and storage of I-9 forms.
  • Send various benefit files to vendors and complete required uploads and/or wires.
  • Partner with Benefits Administrator to manage the Firm’s health and wellness plan as well as to ensure compliance with the ACA.
  • Manage the partner dependent care reimbursement plan at the conclusion of each year.
  • Serve as the primary point of contact for the outsourced COBRA function.  Remit monthly payment and ensure compliance with COBRA subsidy.
  • Enter daily banking transactions for flexible spending accounts and transportation accounts.  Review bank statement on a monthly basis and resolve any discrepancies.
  • Oversee wellness discounts for medical premiums and follow-up with new hires as needed.

Qualified candidates will be able to work in a fast paced, sometimes demanding, environment and also possess a high level of attention to detail.  Strong organizational skills and multi-tasking abilities are also required.  Seeking candidates with at least five years of human resources experience.  Bachelor’s degree preferred, but not required.  Must be proficient in Microsoft Word and Excel and have knowledge of PowerPoint.


Manager of Client Accounting - Billing

Cleveland
We are currently seeking candidates for a full-time (40+ hours per week) Manager of Client Accounting - Billing in our downtown Cleveland office.
 
This position is responsible for the management of the billing function firm wide, including the development and supervision of all ongoing billing processes and procedure improvement initiatives.

Position responsibilities include but are not limited to the following:
  • Manages employees in the billing positions firm wide. This includes coaching, counseling, conducting performance evaluations, setting and monitoring goals and objectives, developing and monitoring performance standards/expectations, discipline and discharge.
  • Reviews current processes, and skill sets within the department. Researches and identifies best practices. Makes process improvements to create efficiencies and cost savings.
  • Develops and communicates policies and procedures related to billing.
  • Resolves unique billing situations requiring special attention.
  • Directs the firm-wide department toward its performance goals, including the prompt identification and resolution (or escalation, if appropriate) of circumstances not in accordance with those goals.
  • Communicates with attorneys to ensure goals are met, clients are properly and timely billed, and attorneys are kept apprised of all relevant information regarding their clients.
  • Monitors new business intake to ensure client accounts are properly set-up according to the engagement agreement.
  • Identifies general problems affecting client accounts, and independently implements solutions, using sound business judgment to obtain approval when necessary. Follows through to guarantee that the problems are resolved and the end result achieved is satisfactory.
  • Reviews the accuracy of and proper approval for all rate adjustments, write-downs, deferred billing requests, disbursement requests and alternative billing arrangements occurring during the billing process to verify they are in accordance with Firm policies.
  • Ensures that clients requiring special handling, such as electronic billing, contingent cases, bankruptcies, real estate closings, fee petitions, alternative fee arrangements, credit review and billing set-up and other non-monthly arrangements are promptly and accurately billed, and appropriate collection efforts are completed.
  • Oversees the Aderant system as it relates to billing.
  • Identifies and monitors matter management reports necessary to provide better client service and support attorneys.
  • Resolves issues related to attorney departures, such as unbilled time or unapplied credits.
  • Other duties as assigned.

Qualified candidates will have minimum 5 years of experience supervising a billing function. Bachelor's degree and law firm experience with Aderant is strongly desired. Ideal candidates will possess excellent customer service skills, be detail oriented, accurate and able to work independently. Ability to handle tasks under pressure and stringent deadlines is a must. Ability to adjust work schedule to work other hours, as required.


Manager of Diversity, Equity & Inclusion

Atlanta

We are currently seeking candidates for a full-time (40+ hours per week) Manager of Diversity, Equity & Inclusion position in our Atlanta, Chicago, New York, or Washington, DC office.  

This position is responsible for the management of all diversity and women’s initiative projects and activities, on a firm-wide basis. The Diversity & Inclusion Manager will conduct related research and studies, and prepare analyses and reports of best practices and trends; oversee the firm’s participation in client and industry diversity surveys; collaborate on projects with and provide support to the Chairs of the Diversity & Inclusion Initiative and the Women’s Initiative.  The Manager will be an integral member of the Talent Management Team, focusing on diversity initiatives, as well and legal recruiting and professional development functions. 

Job duties include, but are not limited to:

 Diversity

  • Maintain Diversity & Inclusion budget. Track all expenditures, code and process all applicable check requisitions. Monitor, record and analyze actual spending versus budget as check requisitions are processed. Analyze data and report budget status and trends on a monthly basis. Reconcile discrepancies by working with Finance department and other budget owners to resolve issues.
  • Oversee the planning and implementation of diversity events, trainings and initiatives with the Chairs of the Diversity & Inclusion Initiative and Women's Initiative, and the Chief Talent Officer.
  • Participate in various internal events and meetings, and in community, law school, and client outreach efforts.
  • Manage diversity content on Firm website and portal pages.  Monitor content of other law firm websites.
  • Lead the firm’s participation in external surveys, questionnaires, and written inquiries relating to the firm’s diversity programs and demographic data.
  • Conduct research and perform analyses on competitive information, best practices, and latest trends in Diversity & Inclusion and Women’s Initiative programs, as well as in law firm talent management.
  • Track and analyze internal retention and attrition trends of attorney diverse population and women lawyers.
  • Collaborate with other members of the Talent Management team to plan and implement diversity strategy for new attorneys.
  • Work closely with legal and staff recruiting teams to ensure the identification, selection and inclusion of candidates of diverse backgrounds.
  • Represent the firm at events within the community and by membership within related organizations.

Professional Development

  • Oversee practice group and firm-wide lawyer diversity and inclusion training programs, including scheduling, compiling program materials, conference room reservations, and hospitality requests, as needed, as well as program setup, program attendance as moderator, and post-program follow-up. 
  • Attend in-house diversity and inclusion training programs as needed, acting as moderator to introduce presenters, monitors attendance, and maintains minutes of program.
  • Track and manage attorney Personal Time Off (PTO) usage and flexibility requests.

Legal Recruiting

  • Manage the recruiting process for foreign and targeted diverse non-partner candidates in designated offices and practice groups as needed.
  • Expected to be available to attend some diversity related events, as needed.

Qualified candidates will have a Bachelor’s degree and at least three years of diversity and inclusion experience.  JD preferred.  Two years of law firm experience also required.  Excellent customer service skills and the ability to multi-task under strict deadlines are essential. Willingness to attend evening events and programs outside of the regular work schedule a must.


Manager of Diversity, Equity & Inclusion

Chicago

We are currently seeking candidates for a full-time (40+ hours per week) Manager of Diversity, Equity & Inclusion position in our Atlanta, Chicago, New York, or Washington, DC office.  

This position is responsible for the management of all diversity and women’s initiative projects and activities, on a firm-wide basis. The Diversity & Inclusion Manager will conduct related research and studies, and prepare analyses and reports of best practices and trends; oversee the firm’s participation in client and industry diversity surveys; collaborate on projects with and provide support to the Chairs of the Diversity & Inclusion Initiative and the Women’s Initiative.  The Manager will be an integral member of the Talent Management Team, focusing on diversity initiatives, as well and legal recruiting and professional development functions. 

Job duties include, but are not limited to:

 Diversity

  • Maintain Diversity & Inclusion budget. Track all expenditures, code and process all applicable check requisitions. Monitor, record and analyze actual spending versus budget as check requisitions are processed. Analyze data and report budget status and trends on a monthly basis. Reconcile discrepancies by working with Finance department and other budget owners to resolve issues.
  • Oversee the planning and implementation of diversity events, trainings and initiatives with the Chairs of the Diversity & Inclusion Initiative and Women's Initiative, and the Chief Talent Officer.
  • Participate in various internal events and meetings, and in community, law school, and client outreach efforts.
  • Manage diversity content on Firm website and portal pages.  Monitor content of other law firm websites.
  • Lead the firm’s participation in external surveys, questionnaires, and written inquiries relating to the firm’s diversity programs and demographic data.
  • Conduct research and perform analyses on competitive information, best practices, and latest trends in Diversity & Inclusion and Women’s Initiative programs, as well as in law firm talent management.
  • Track and analyze internal retention and attrition trends of attorney diverse population and women lawyers.
  • Collaborate with other members of the Talent Management team to plan and implement diversity strategy for new attorneys.
  • Work closely with legal and staff recruiting teams to ensure the identification, selection and inclusion of candidates of diverse backgrounds.
  • Represent the firm at events within the community and by membership within related organizations.

Professional Development

  • Oversee practice group and firm-wide lawyer diversity and inclusion training programs, including scheduling, compiling program materials, conference room reservations, and hospitality requests, as needed, as well as program setup, program attendance as moderator, and post-program follow-up.
  • Attend in-house diversity and inclusion training programs as needed, acting as moderator to introduce presenters, monitors attendance, and maintains minutes of program. 
  • Track and manage attorney Personal Time Off (“PTO”) usage and flexibility requests.

Legal Recruiting

  • Manage the recruiting process for foreign and targeted diverse non-partner candidates in designated offices and practice groups as needed.
  • Expected to be available to attend some diversity related events, as needed.

Qualified candidates will have a Bachelor’s degree and at least three years of diversity and inclusion experience.  JD preferred.  Two years of law firm experience also required.  Excellent customer service skills and the ability to multi-task under strict deadlines are essential. Willingness to attend evening events and programs outside of the regular work schedule a must.


Manager of Diversity, Equity & Inclusion

New York

We are currently seeking candidates for a full-time (40+ hours per week) Manager of Diversity, Equity & Inclusion position in our Atlanta, Chicago, New York, or Washington, DC office.  

This position is responsible for the management of all diversity and women’s initiative projects and activities, on a firm-wide basis. The Diversity & Inclusion Manager will conduct related research and studies, and prepare analyses and reports of best practices and trends; oversee the firm’s participation in client and industry diversity surveys; collaborate on projects with and provide support to the Chairs of the Diversity & Inclusion Initiative and the Women’s Initiative.  The Manager will be an integral member of the Talent Management Team, focusing on diversity initiatives, as well and legal recruiting and professional development functions. 

Job duties include, but are not limited to:

 Diversity

  • Maintain Diversity & Inclusion budget. Track all expenditures, code and process all applicable check requisitions. Monitor, record and analyze actual spending versus budget as check requisitions are processed. Analyze data and report budget status and trends on a monthly basis. Reconcile discrepancies by working with Finance department and other budget owners to resolve issues.
  • Oversee the planning and implementation of diversity events, trainings and initiatives with the Chairs of the Diversity & Inclusion Initiative and Women's Initiative, and the Chief Talent Officer.
  • Participate in various internal events and meetings, and in community, law school, and client outreach efforts.
  • Manage diversity content on Firm website and portal pages.  Monitor content of other law firm websites.
  • Lead the firm’s participation in external surveys, questionnaires, and written inquiries relating to the firm’s diversity programs and demographic data.
  • Conduct research and perform analyses on competitive information, best practices, and latest trends in Diversity & Inclusion and Women’s Initiative programs, as well as in law firm talent management.
  • Track and analyze internal retention and attrition trends of attorney diverse population and women lawyers.
  • Collaborate with other members of the Talent Management team to plan and implement diversity strategy for new attorneys.
  • Work closely with legal and staff recruiting teams to ensure the identification, selection and inclusion of candidates of diverse backgrounds.
  • Represent the firm at events within the community and by membership within related organizations.

Professional Development

  • Oversee practice group and firm-wide lawyer diversity and inclusion training programs, including scheduling, compiling program materials, conference room reservations, and hospitality requests, as needed, as well as program setup, program attendance as moderator, and post-program follow-up.
  • Attend in-house diversity and inclusion training programs as needed, acting as moderator to introduce presenters, monitors attendance, and maintains minutes of program.
  • Track and manage attorney Personal Time Off (“PTO”) usage and flexibility requests.

Legal Recruiting

  • Manage the recruiting process for foreign and targeted diverse non-partner candidates in designated offices and practice groups as needed.
  • Expected to be available to attend some diversity related events, as needed.

Qualified candidates will have a Bachelor’s degree and at least three years of diversity and inclusion experience.  JD preferred.  Two years of law firm experience also required.  Excellent customer service skills and the ability to multi-task under strict deadlines are essential. Willingness to attend evening events and programs outside of the regular work schedule a must.


Manager of Diversity, Equity & Inclusion

Washington D.C.

We are currently seeking candidates for a full-time (40+ hours per week) Manager of Diversity, Equity & Inclusion position in our Atlanta, Chicago, New York, or Washington, DC office.  

This position is responsible for the management of all diversity and women’s initiative projects and activities, on a firm-wide basis. The Diversity & Inclusion Manager will conduct related research and studies, and prepare analyses and reports of best practices and trends; oversee the firm’s participation in client and industry diversity surveys; collaborate on projects with and provide support to the Chairs of the Diversity & Inclusion Initiative and the Women’s Initiative.  The Manager will be an integral member of the Talent Management Team, focusing on diversity initiatives, as well and legal recruiting and professional development functions. 

Job duties include, but are not limited to:

 Diversity

  • Maintain Diversity & Inclusion budget. Track all expenditures, code and process all applicable check requisitions. Monitor, record and analyze actual spending versus budget as check requisitions are processed. Analyze data and report budget status and trends on a monthly basis. Reconcile discrepancies by working with Finance department and other budget owners to resolve issues.
  • Oversee the planning and implementation of diversity events, trainings and initiatives with the Chairs of the Diversity & Inclusion Initiative and Women's Initiative, and the Chief Talent Officer.
  • Participate in various internal events and meetings, and in community, law school, and client outreach efforts.
  • Manage diversity content on Firm website and portal pages.  Monitor content of other law firm websites.
  • Lead the firm’s participation in external surveys, questionnaires, and written inquiries relating to the firm’s diversity programs and demographic data.
  • Conduct research and perform analyses on competitive information, best practices, and latest trends in Diversity & Inclusion and Women’s Initiative programs, as well as in law firm talent management.
  • Track and analyze internal retention and attrition trends of attorney diverse population and women lawyers.
  • Collaborate with other members of the Talent Management team to plan and implement diversity strategy for new attorneys.
  • Work closely with legal and staff recruiting teams to ensure the identification, selection and inclusion of candidates of diverse backgrounds.
  • Represent the firm at events within the community and by membership within related organizations.

Professional Development

  • Oversee practice group and firm-wide lawyer diversity and inclusion training programs, including scheduling, compiling program materials, conference room reservations, and hospitality requests, as needed, as well as program setup, program attendance as moderator, and post-program follow-up.
  • Attend in-house diversity and inclusion training programs as needed, acting as moderator to introduce presenters, monitors attendance, and maintains minutes of program.
  • Track and manage attorney Personal Time Off (“PTO”) usage and flexibility requests.

Legal Recruiting

  • Manage the recruiting process for foreign and targeted diverse non-partner candidates in designated offices and practice groups as needed.
  • Expected to be available to attend some diversity related events, as needed.

Qualified candidates will have a Bachelor’s degree and at least three years of diversity and inclusion experience.  JD preferred.  Two years of law firm experience also required.  Excellent customer service skills and the ability to multi-task under strict deadlines are essential. Willingness to attend evening events and programs outside of the regular work schedule a must.


National Practice and Regional Growth Manager

Chicago

We are currently seeking candidates for a full-time National Practice & Regional Growth Manager to be based in our Chicago office.  The person in this role will provide office-specific support to the Chicago office and practice group support to assigned firm-wide practice group(s).  This individual will work collaboratively to share knowledge and actively partner with others across the Marketing & Strategy team.  This position reports to an engaged Senior Marketing Operations Direct (based in Cleveland).

 

This position will work with the Office Partner-in-Charge and Chicago partners to develop, lead, drive and execute all regional business development and marketing projects and initiatives for the Chicago partners and associates, with a focus on growing the Chicago-based practice of the firm. In addition, this position will support one or more practice groups on a national basis, working closely with the Practice Group Leader(s) in all aspects of management of the practice group through the provision of marketing, business development, knowledge management and financial analysis.

 

Ideal candidates will exhibit exceptional relational and communication skills, with an emphasis on client service.  Candidates should also exhibit the ability to leverage expertise in problem solving, change leadership and a maintain a highly effective proactive work style. This position is part of a high-performing marketing and business development team where original thought and diverse perspectives are encouraged and mutual respect is expected. Ideal candidates will flourish in a fast-paced environment, show flexibility and adaptability, and exercise sound judgment in a dynamic, multi-office culture where change is prevalent, and priorities shift to meet changing business needs, and a strong hands-on approach to their work.

 

The priorities of this role will focus on developing and implementing office and practice group business plans, introducing new initiatives, and bringing market intelligence and client trends to the table when dealing with all responsibilities, including market positioning and communications strategy, events, RFPs, budgeting, targeting and planning, client service initiatives and externally focused visibility opportunities for individuals and the firm.

 

A Bachelor’s degree in marketing, business or a related field and seven+ years of relevant experience evidenced by a sophisticated business acumen and progressive responsibilities within the professional services industry, preferably legal, is required.  A deep knowledge of the Chicago legal, professional and business landscape is highly preferred.


National Resource Group Coordinator

Cleveland
Our Secretarial Services team is currently seeking a full-time (37.5 hours/week) National Resource Group Coordinator to join Thompson Hine’s Downtown Cleveland office. This individual will be responsible for providing administrative and legal support for a team made up primarily of 1st – 5th year attorneys at Thompson Hine. This individual must have extensive litigation experience.
 
Position responsibilities include but are not limited to the following:
 
  • Works collaboratively with other Resource Group Coordinators and Secretaries to support a large group of attorneys and provide excellent client service
  • Coordinates and assigns work to Resource Group Secretaries
  • Enters time, handles expense reimbursements, processes invoices, makes travel arrangements
  • Draft correspondence, memoranda, and other documents for secretaries and attorneys
  • Demonstrates high level understanding and competency in Word, Excel, PowerPoint, Outlook, Aderant
  • Handles conflict checks and similar business intake requests
  • Works closely with administrative support staff (Word Processing, receptionists, Business Intake, Office Services, accounting and billing, etc.)

 Qualified candidates will have at least a high school diploma and a minimum of 5 years of legal support.

 
Applicants should have a passion for providing excellent customer service. Must be able to multi-task, prioritize duties, and effectively complete tasks under pressure. Superb communication/interpersonal skills and the ability to work collaboratively are vital to this role.  Excellent proofreading skills and accuracy. Ideal candidates will demonstrate a team-player attitude, but also possess the ability to take initiative and work independently when needed. Familiarity with Microsoft Office Suite and basic office equipment is a plus. Punctuality, regular attendance, and ability to work in a fast-paced environment are all essential functions of this role.

Senior Legal Assistant

Atlanta

We are currently seeking candidates for a full-time (37.5 hours per week) Senior Legal Assistant to be based in our Atlanta office.  The person in this role will provide administrative and litigation project support and manage workflow for three or more timekeepers. They will also provide client billable support for the Atlanta office associates supported by the National Resource Group (NRG) with regard to physical files, monitoring court dates, and other duties the NRG is unable to perform. This position will actively participate in workflow collaboration and teaming with peers and management to achieve best practices and client service.

 

Specific duties include, but are not limited to the following:

  • Drafts correspondence, memoranda, and other legal documents to be reviewed by attorney.
  • Answers telephone calls, takes messages or sends callers to voicemail system if preferred.
  • Reads, sorts, and date stamps incoming mail. Ensures that outgoing mail is timely delivered.
  • Establishes and maintains calendar, contact lists, and deadline reminder systems.
  • Arrange for court reporters and/or videotape technicians.
  • Enters attorney time into the timekeeping system.
  • Works with Billing Department and billing attorney to review and revise billing proformas. Assist in finalizing bills for client mailing.
  • Requests new files through Business Intake and requests and follows up on conflict of interest checks with Records Department. Maintains attorney and general office files. Reviews and prepares files to be closed when matters are complete.
  • Review case files (mostly electronic) and organize files, including placing electronic documents received from the courts and/or served by counsel into these files, and circulating copies of filings to internal and external teams.
  • Review, format, and file/serve pleadings, discovery, communications, including cite checking, etc.
  • Prepare and serve deposition notices and subpoenas.
  • Identify documents to be used at depositions, trials, or hearing and assemble notebooks.
  • Summarize deposition transcripts.
  • Drafting standard motions and stipulations.
  • Attend trial to take notes and handle exhibits and for all other trial support as needed.

 

Ideal candidates will exhibit exceptional relational and communication skills, with an emphasis on client service.  Strong candidates for this position will be able to flourish in a fast-paced environment, show flexibility and adaptability, and exercise sound judgment in a dynamic culture where change is prevalent, and priorities shift to meet changing business needs.

 

A high school diploma and five+ years of high-level litigation and project/paralegal support is required.