Billing Coordinator

About the Role

We are seeking a skilled Billing Coordinator to join the Finance team based in Dubai, supporting trademark and brand management practices. This position is vital in maintaining the firm's financial health by handling invoice processing with accuracy, actively managing billing workflows, and collaborating with stakeholders to enhance billing efficiency, reduce outstanding payments, and assist with cash collection.

This role offers valuable exposure to various stakeholders and a chance to forge strong internal relationships while promoting operational efficiencies and contributing to the Middle East practice's ongoing success.

About the Firm and Team

Our international law firm fosters a culture of collegiality and cooperation, with over 70% of projects involving cross-firm collaboration globally. Operating as a unified team, the firm values shared purpose and mutual support.

You will become part of a commercially focused and cooperative Finance team serving operations within the Middle East. Located in Dubai, this team partners closely with stakeholders including partners, fee earners, and business services colleagues across the UAE and regional offices. Reporting to the Finance Director, you will be involved in a broader global Finance function, which provides opportunities to connect with colleagues in our worldwide network.

The team works in a fast-paced yet nurturing setting that prioritizes teamwork, accountability, and ongoing improvement. Alongside experienced finance professionals, you will cultivate robust cross-functional relationships and contribute to the firm’s continued growth in the Middle East region.

Key Responsibilities

• Oversee complete billing cycles for designated partners, practice groups, and trademark/IP portfolios ensuring invoices and billing documents such as draft bills, credit notes, write-offs, and write-downs are accurately prepared and timely issued.
• Review fee earner narratives and guarantee compliance with internal policies, client agreements, and fee arrangements.
• Coordinate billing approvals, manage invoice corrections and reissues, and fulfill client-specific billing demands.
• Ensure all invoices align with client billing policies, Outside Counsel Guidelines, e-billing systems, and purchase order requirements as applicable.
• Track and report on work in progress (WIP) to assist partners and teams in reducing lock-up and achieving billing targets.
• Prepare financial forecasts, WIP estimates, budget projections, and conduct financial analysis for key clients and portfolios.
• Manage client purchase order requirements by preparing cost schedules and coordinating approvals with client procurement and finance divisions.
• Generate comprehensive billing, WIP, debtor, and management reports involving accrued WIP, pending invoices, future billing estimates, and matter profitability.
• Aggregate and analyze complex trademark/IP financial data spanning multiple matters, jurisdictions, and agents.
• Process payments from clients and third-party vendors, including advance funding and payment confirmations where necessary.
• Handle intercompany invoicing and recharge processes with the firm's international offices.
• Maintain up-to-date billing and financial data within practice management systems, ensuring correct matter codes, fee assignments, and billing structures.
• Serve as a key communication point for clients, overseas offices, legal operations, finance departments, suppliers, and internal stakeholders to resolve billing queries and promote superior client experiences.
• Collaborate with partners, lawyers, trademark specialists, and business support teams to collect billing details, enhance financial performance, and refine processes.
• Support month-end and year-end billing operations to meet financial goals at departmental and firm-wide levels.
• Ensure strict adherence to company financial policies, VAT regulations, and internal controls.
• Contribute to broader Finance team projects, initiatives, and special tasks as necessary.

Candidate Profile

• Previous billing experience within an international law firm or similar professional services setting.
• A proactive and adaptable individual with a commercial mindset and eagerness to learn, grow skills, and support continuous improvements.
• A team-oriented player capable of building strong relationships with colleagues and stakeholders across diverse cultures and hierarchy levels.
• Excellent communication skills, both written and verbal, with strong business English proficiency.
• Familiarity with legal practice management systems such as Aderant, Elite 3E, or Elite Enterprise is preferred.
• Strong numerical and analytical capabilities with meticulous attention to detail.
• Advanced proficiency in Microsoft Excel including pivot tables, lookups, and data evaluation.
• Knowledge of e-billing platforms and Outside Counsel Guidelines is a plus.
• Understanding of VAT and legal billing standards.
• Experience with multi-currency invoicing and handling multiple jurisdictions is advantageous.
• Ability to interpret and apply client billing instructions to ensure compliance.
• Comfortable working with finance and practice management software and confident in learning new systems.
• Demonstrates professionalism, discretion, and integrity when managing confidential information.
• Capable of balancing competing priorities and maintaining composure under pressure, especially during peak billing periods.
• Confidence to engage productively with stakeholders, challenge issues when necessary, and facilitate timely billing outcomes.

Additional Details

This job description highlights primary duties but is not exhaustive; role responsibilities may expand to ensure departmental efficiency. The position may occasionally require working beyond standard hours (9:00 AM to 5:00 PM).