HOA Billing Coordinator

POSITION SUMMARY: The HOA Billing Coordinator plays a critical role in managing the financial operations of a fast-paced homeowners association law practice. The ideal candidate will thrive in a high-volume environment and possess strong attention to detail, excellent organizational skills, and the ability to manage multiple client accounts simultaneously. This position is responsible for overseeing client billing, accounts receivable, and responding to client billing questions and requests. PRIMARY DUTIES AND RESPONSIBILITIES: Billing Management Process a high volume of attorney invoices, including on-demand invoices, to clients monthly for multiple HOA clients Execute complex invoices, such as multiple discounts by matter and split party billing Review draft invoices for attorney and paralegal time entries for accuracy, completeness, and proper coding statements including legal fees, costs, and expenses Review and edit pre-bills in response to attorney and legal administrative assistant requests Ensure compliance with client-specific billing requirements and guidelines Process write-offs, adjustments, and billing corrections as authorized Assist in resolving issues related to submitted invoices Accounts Receivable Monitor outstanding receivables and aging reports for all client accounts Conduct regular follow-up on overdue accounts through phone calls and correspondence Coordinate with attorneys and finance management regarding collection efforts Document collection efforts in a software application Client Relations Serve as a contact for client billing inquiries and disputes Communicate with HOA board members, property managers, and accounting personnel, as needed Identify and resolve billing inaccuracies Provide detailed explanations of legal fees and billing procedures, as requested Maintain professional relationships with clients Administrative Support Maintain accurate client billing information and contact databases Assist with implementation of new billing procedures and software updates Apply retainer/on-account funds as directed by attorney and as per Firm policy Research and respond to internal and external inquiries in a timely manner Create billing schedules and various other billing analyses as required Effectively interact and communicate with attorneys, legal administrative assistants and clients Work cooperatively with Collections and Finance staff Observe confidentiality of client and Firm matters Assist with special projects as needed Education and Experience High school diploma or equivalent required; bachelors or associate degree preferred Minimum 2-3 years of billing experience preferred in legal or professional services Experience with high-volume billing operations and multiple client accounts Familiarity with homeowners associations or real estate law preferred Technical Skills Proficiency in legal billing software Advanced knowledge of Microsoft Excel and Word Strong data entry skills with high level of accuracy Core Competencies Exceptional attention to detail and organizational abilities Strong analytical and problem-solving skills Excellent written and verbal communication skills Ability to work independently and manage competing priorities Professional demeanor when interacting with clients and colleagues Understanding of legal billing practices and ethical requirements Knowledge of 3E billing system or comparable billing program preferred Three years experience in an office environment

Created: 2026-03-04