Billing & Administrative Assistant

As a Billing & Administrative Assistant you will provide highquality administrative legal and billing support to Partners and Lawyers with a strong focus on invoicing activities. You will work closely with fee earners the central billing team and other Business Professionals contributing to the smooth and efficient operation of the practice.

General Administration

• Manage emails calendars and meeting requests.
• Draft edit proofread and finalise documents.
• Handle filing scanning printing and archiving of documents.
• Provide general administrative support to lawyers and the wider team.
• Assist with adhoc requests as required.
• Order RCS and other related documents.

Billing & Financial Activities

• Coordinate client billing processes with lawyers secretaries and the central billing team.
• Open matters and ensure accurate entry of all relevant data in the billing system.
• Prepare verify and finalise draft invoices in compliance with agreed financial arrangements.
• Issue invoices and send them to clients.
• Answer billingrelated queries (phone and email) and act as a key contact for invoicing followup.
• Participate in WIP and debtors meetings and ensure appropriate followup.

• Monitor and analyse the financial aspects of client files in collaboration with Partners and Finance.

Lawyer Support

• Prepare and submit lawyers expense reports.
• Assist with timesheets and administrative followup.
• Organise and coordinate travel arrangements meetings conferences and appointments.
• Ensure smooth daytoday support to fee earners.

Internal & External Communication

• Ensure telephone coverage for internal and external calls within the team.
• Liaise professionally with internal departments and support other Business Professionals (Finance HR Business Development Reception IT etc.) when needed.
• Maintain effective communication with clients regarding invoicing matters.

Qualifications :

• Bachelors degree in administrative assistance or a related field.
• Previous experience in a similar administrative or billing role ideally within a law firm or international professional services environment is an asset.
• Fluency in English and French; German is considered an asset.
• Strong proficiency in MS Office tools.
• Ability to quickly learn new IT and billing systems (experience with ebilling systems is an advantage).
• Highly organised detailoriented and reliable.
• Ability to prioritise workload and work efficiently under pressure.
• Dynamic proactive and willing to learn.
• Strong team player with a flexible mindset and high level of discretion

Additional Information :

What We Offer

• A collaborative and international working environment.
• Close cooperation within the team.
• Training and development opportunities.
• A key role within a professional and supportive administrative team.

Remote Work :

No

Employment Type :

Full-time