Legal Billing Project Manager

Position: Client Operations Project ManagerLocation: Palo Alto, CA (Hybrid)Salary: $140K – $165K + BonusGrowing Prestigious Law Firm seeks a Client Operations Project Manager to join their Team!Responsibilities:Serves as the primary point of contact and liaison for assigned partners, practice areas, their clients, and internal client administration and accounting teams, building strong, trust-based relationships, and ensuring clear, consistent communication.Condenses complex information into clear, actionable summaries and reports to support partner decision-making and to facilitate progress with the client accounting teams.Prepares and delivers regular updates and analysis on client onboarding, billing, collections, and financial performance.Proactively follows up with clients, partners, and internal teams to move matters forward, address outstanding issues, and ensure timely completion of all client accounting processes.Collaborates with clients and accounting teams to resolve invoice issues, including analyzing and reallocating charges to meet client requirements and budgets, ensuring prompt payment.Facilitates information needed for the e-billing team to submit bills electronically, track invoice status, and address rejections or deductions with billing and collections staff.Works alongside the Rates team to ensure successful timekeeper and rate submissions, monitors approvals, and resolves discrepancies.Facilitates billing for assigned partners and clients, preparing, reviewing, and editing invoices for accuracy and compliance.Identifies and addresses rejected or adjusted invoices, processes write-offs, and maintains current records for each client and matter.Track matter accruals against approved client budgets and alternative fee arrangements (AFAs) as needed to identify variances and profitability trends, and escalate potential issues early.Coordinates and monitors requests for new engagement letters, working with partners, clients, and the Office of General Counsel to ensure timely and accurate completion.Liaises with Partners and relevant teams on the end-to-end process of new client and matter intake, coordinating with Client Accounting, Office of General Counsel, Conflicts, Engagement Letters/Outside Counsel Guidelines, Know Your Client (KYC), and other relevant departments.Acts as the central point of contact for all billing rate and pricing matters, including the development, implementation, and maintenance of standard and non-standard billing arrangements (e.g., alternative fee arrangements, special billing arrangements).Collaborates with partners, clients, and the Client Accounting team to deliver tailored pricing strategies and ensure rates are in accordance with client agreements and Outside Counsel Guidelines.Proactively reviews accounts receivable by tracking aged invoices and collaborating with partners, clients, and internal teams to accelerate collections and resolve outstanding issues.Monitors client collections year-round, tracking collection commitments, coordinating with partners and internal teams to implement targeted strategies, and driving efforts to ensure timely payments in line with firm financial objectives.Coordinates responses to client audit requests, gathering necessary documentation and facilitating communication between clients, partners, and internal teams.Identifies and implements process improvements to increase scalability, efficiency, and client service delivery.QualificationsBachelor’s degree required; advanced degree or relevant certifications preferred.Minimum of five (5) years of law firm or professional services experience in client administration, billing, or related functions. Deep understanding of law firm client administration, including intake, billing, e-billing, conflicts, KYC, rates, pricing, and collections.Proficiency in relevant firm software (e.g., Outlook, Excel, Aderant Expert, iManage) and the ability to learn new systems quickly.