Billing Administrator

We are seeking an experienced Billing and Practice Data Manager to join our team. This role is responsible for overseeing the firm's billing operations, monitoring WIP, and maintaining practice management data integrity. The ideal candidate will bring a strong background in billing within a professional services environment, along with hands-on experience using practice management systems, preferably CCH Axcess. This position plays a key role in ensuring accurate and timely billing, improving WIP visibility, and maintaining reliable practice data. You will work closely with firm leadership and cross-functional teams to support operational efficiency and scalability.Key ResponsibilitiesBilling & WIP OversightGenerate, review, and analyze billing, invoice, and WIP reportsSupport preparation, review, and finalization of invoices in coordination with billing managersMonitor outstanding WIP by running and reviewing WIP/AR Aging reports on a weekly basisMonitor time entry completeness and accuracy, including follow-up on missing or delayed time entries, to ensure WIP is captured timely and supports accurate billingIdentify aging WIP and partner with billing managers to drive timely billing decisionsCoordinate with billing managers to ensure alignment between WIP, billing, and collections, including identifying items that have not progressed from WIP to invoice or from invoice to paymentManage and communicate client hold lists across the firmOversee write-offs, ensuring appropriate documentation and approvalsSupport firm-wide initiatives to reduce WIP and improve billing turnaround timePractice Data & System ManagementMaintain data integrity within CCH Axcess, including client records and database accuracyCreate and customize reports in Axcess to support operational and leadership needsGenerate and analyze firm metrics, including utilization and production reportingEnsure accurate setup of new employees in Practice (bill rates, PTO, budgets, etc.)Support monthly close processes and reconciliations related to billing and WIPProcess Improvement & TrainingDevelop and maintain standard operating procedures (SOPs) for billing and practice management processesTrain team members on time entry, billing workflows, and system best practicesServe as a firm resource for billing-related questions and issue resolutionCross-Functional CollaborationPartner with department leaders to support billing workflows and client-specific requirementsCollaborate with internal teams to ensure consistency across processesAssist with onboarding newly acquired practices into firm systems and workflowsSupport onboarding of new and acquired clients by coordinating billing setup, data integrity, and system configuration to ensure a smooth transition into firm processesEducation and ExperienceBachelor's degree in Business, Accounting, Finance, or related field preferred3+ years of billing and/or WIP management experience in a professional services environmentPrior experience in public accounting strongly preferred2+ years of leadership or supervisory experience preferredStrong proficiency in CCH Axcess Practice preferredIntermediate to advanced Microsoft Excel skillsSkills and AbilitiesStrong analytical and problem-solving skills with a proactive mindsetAbility to identify inefficiencies and drive process improvementsExcellent communication and collaboration skills across all levels of the firmHigh attention to detail with a focus on accuracy and accountabilityAbility to manage multiple priorities and meet deadlines in a fast-paced environmentAdaptability in a growing and evolving organization

Created: 2026-05-09