Position Summary

The Billing & Collections Assistant is a part-time position responsible for supporting the firm's daily billing and collections operations, including client payment follow-ups, payment processing, maintaining accurate billing records, and providing administrative support to the Billing & Collections team.

This role works closely with the Billing & Collections Team Lead to ensure timely collections, accurate financial documentation, and compliance with established billing procedures.

The Assistant will also receive ongoing training in additional billing and collections processes to support operational efficiency, provide backup coverage, and contribute to the team's overall effectiveness.

Remote in Mexico

Include, but are not limited to:

• Report to the Billing & Collections Team Lead for operational priorities, assigned activities, and departmental procedures, within the scope of the applicable employment arrangement.

• Make outbound collection calls, texts, and emails to clients with past-due balances, including assigned collection sprints, and accurately document all communications and outcomes in CampLegal.

• Process client payments and maintain accurate payment records in CampLegal, ensuring that case notes reflect the correct amounts and payment methods.

• Follow up on failed payments, payment authorization forms, and outstanding balances, updating payment schedules as appropriate.

• Assist clients with payment adjustment requests, including short delays, temporary pauses, or modified payment amounts, following established procedures and escalating exceptions to the Team Lead.

• Offer promotions or discounts only to clients who meet eligibility criteria approved by the Business Manager.

• Assist with invoice preparation, adjustments, and billing record maintenance, ensuring accuracy and compliance with established procedures.

• Adjust invoices and trust invoices to zero for canceled cases according to the billing procedures and maintain accurate records in the invoice tracker.

• Process down payments using the appropriate payment methods and accounts in CampLegal.

• Submit and follow up on case cancellation and refund tickets in HubSpot, ensuring accurate documentation.

• Monitor and acknowledge assigned requests in the billing team's Google Chat threads and communicate when tasks are completed to prevent duplicate work.

• Provide clients with accurate information regarding outstanding balances, payment plans, and general contractual payment terms using approved firm resources, referring legal questions to the appropriate legal team.

• Assist with resolving routine billing discrepancies and client payment inquiries, escalating complex matters when necessary.

• Support the preparation and maintenance of billing and collections reports, including payment activity, outstanding balances, and collection performance.

• Assist with administrative tasks related to payment schedules, contract administration, and filing fees as assigned and under appropriate supervision.

• Collaborate with other departments to ensure accurate billing information, timely payment processing, and efficient resolution of client inquiries.

• Provide backup coverage for billing and collections functions during employee absences, high-volume periods, or other operational needs, within the authorized work schedule.

• Participate in ongoing training to develop proficiency in billing systems, financial procedures, collections processes, and departmental workflows.

• Identify and communicate billing discrepancies, process inefficiencies, or opportunities for improvement to the Team Lead.

• Submit a weekly activity report to the Team Lead every Friday, including collection calls completed, billing follow-up hours recorded in CampLegal, and payments collected.

• Perform other related duties as assigned based on departmental and operational needs, consistent with the position and applicable employment terms.

Requirements

The following includes the knowledge, skills, and abilities necessary to perform this position.

• High proficiency in English and Spanish, with the ability to communicate clearly and professionally in both languages.

• At least one year of experience in billing, collections, accounts receivable, or a payment-focused customer service role. Experience in legal or professional services is preferred.

• Strong communication and interpersonal skills, including the ability to handle sensitive financial conversations with professionalism, empathy, and confidence.

• Comfortable making a high volume of outbound collection calls and following up consistently on outstanding payments.

• Strong attention to detail and accuracy in financial transactions, data entry, payment processing, and recordkeeping.

• Experience using billing systems, CRM platforms, or case management software. Familiarity with CampLegal, HubSpot, or LawPay is a plus.

• Working knowledge of Google Workspace, including Sheets, Chat, and Gmail, as well as Microsoft Excel.

• Strong organizational and time management skills, with the ability to prioritize assignments and meet deadlines.

• Ability to follow established procedures, recognize discrepancies, and escalate matters requiring additional authorization.

• Demonstrated problem-solving skills and willingness to learn new systems, procedures, and financial processes.

• Ability to work independently on assigned tasks while collaborating effectively with team members and other departments.

• Ability to maintain confidentiality and handle sensitive client and financial information with discretion.

• Ability to work remotely from an approved location in Mexico while meeting applicable information security and communication requirements.

• Reliable attendance and punctuality for the assigned part-time schedule.

We are a legal services company dedicated to providing personalized legal guidance and support to individuals. Our mission is to protect clients’ rights and interests by offering clear, reliable, and compassionate legal solutions tailored to each person’s unique situation.

Our team of experienced legal professionals is committed to delivering ethical, accessible, and client-focused service, ensuring confidence, trust, and peace of mind throughout every stage of the legal process.