Legal Billing Specialist - Champions Gate - job 1198152

Travel + Leisure Co.

Date: 09/12/2021

City: Champions Gate, Florida

Employment type: Full-time


Put the World on Vacation


At Travel + Leisure Co. our mission is simple: to put the world on vacation. We turn vacation inspiration into exceptional travel experiences through nearly 20 of the world’s leading travel brands under Wyndham Destinations, Panorama, and Travel + Leisure Co. Together we’re shaping the future of the travel industry by creating new possibilities for vacationers. That’s part of what makes our work fun and interesting. Every day is a chance to learn something new and influence the global business.


Travel + Leisure’s ("T+L") corporate legal department is seeking a detail oriented, organized, proactive, trustworthy and responsive Legal Billing Specialist to manage the processing, auditing, and reviewing of outside counsel invoices. The Specialist must have strong analytical and problem solving skills with good judgment and sound decision-making ability to manage, at any given time, reviewing multiple invoices and partner with outside counsel billing staff and internal T+L attorneys. The Legal Billing Specialist will need a thorough understanding of internal billing processes in accordance with T+L Legal’s Outside Counsel Billing Guidelines.


Other key responsibilities include, but are not limited to, research and troubleshoot issues with clients and vendors, managing vendor setup, processing incoming/outgoing wires and settlements, training end users, and administering processes where billing systems interfaces to accounting systems (SharePoint and PEOPLESOFT).


Responsibilities


Audit, review, and process outside counsel or vendor invoices:



  • Process all department invoices and check requests through various online payment processing systems.



  • Perform first-level invoice review to ensure compliance with T+L Legal’s Outside Counsel Billing Guidelines and T+L's Accounts Payable Standards



  • Approve, adjust, or reject invoices according to Guidelines, and provide guidance to attorneys on methods for handling non-compliance by outside counsel



  • Monitor invoices for new timekeepers, rate increases, and discounts



  • Address invoice audit flags related to Billing Guidelines



  • Research and act on findings related to account coding to support allocation process with finance teams and attorneys



  • Process system workflow that interfaces with SharePoint and PeopleSoft, T+L's accounting system, to route invoices to accounts payable, including audit, troubleshoot, and clear errors to facilitate invoice payment



  • Prepare and send outgoing communication to outside counsel and internal departments.



  • Communicate with outside counsel in a collaborative style to manage non-compliance with Billing Guidelines, drive and deliver a win-win outcome when the situation arises



  • Provide feedback on issues faced throughout the year to support updates of subsequent Billing Guidelines



  • Post manual third party invoices to support T+L Legal Operations administer ebilling system (Thomson Reuters Legal Tracker formerly known as Serengeti), SharePoint, and accounting system (PeopleSoft).



  • Research payment history and payment status with AP and billing software.



  • Create and deactivate user accounts, matters, firms, etc. in Legal Tracker



  • Provide information to new users in respect of log-in, navigation, invoice approval process (alerts, workflow, approval, and rejection procedures), and provide information to Legal Trackers online tutorials



  • Maintain master data in systems (Legal Tracker and PEOPLESOFT)



  • Revise law firms data when mergers, name changes, and banking information



  • Update approval routes related to reorganization



  • Configure regional and other AP contacts



  • Resolve matter issues by assisting T+L attorneys with creating or modifying matters



  • Review and audit all new matters to ensure accuracy for financial coding, approval route, special reporting, and general compliance with T+Ls requirements



  • Research new system features and impacts to assist in the development of rollout plan to the end-users



  • Update and prepare Legal Tracker tutorial decks as needed



  • Provide and conduct 1-on-1 and group training



  • Lead training sessions and develop training materials for new hires as needed



  • Promptly address day-to-day issues and queries as they arise in an efficient and effective manner



  • Escalate issues and concerns as required to the direct supervisor



  • Process incoming and outgoing cash funds related to Legal, such as settlements or recoveries



  • Research reason for incoming funds, assign account coding, enter into the system, notify cash & banking with details and deposit checks/cash and/or request for check to be voided/reissued



  • Develop collaborative working relationships and networks within the Legal functions ranging from T+L attorneys, paralegals, and their administrative assistants and the broader T+L organization



  • Collaborate on special projects, as defined by Director of Legal Operations , which may include preparing ad-hoc reports, system data clean up, and process updates



  • Review and respond in a timely manner to requests and questions sent to the general Legal e-billing email address



  • Track and record legal billing data in monthly reports (i.e. accruals, monthly accomplishments, etc.)



  • SharePoint administrator for the legal department’s SharePoint site. Add users, create, update pages, etc.



  • Performs other tasks such as maintaining in-house Counsel's CLE credits, travel arrangements, expense reports, and meetings as directed. Support supervisor on special projects and other duties as needed



Required Education
:


  • Associates degree from accredited college/university or equivalent work experience.


Basic Qualifications
:



  • 3+ years in legal billing or AP/billing type role preferred



  • Excellent working knowledge of Microsoft applications including Outlook, Teams, Word, Adobe, PowerPoint, Excel and ability to learn/adopt to new office technologies



  • Excellent working knowledge of Legal Tracker or similar eBilling solution



  • Understanding of end-to-end invoice lifecycle (work in progress, invoice, accounts payable, accounts receivable)



  • Strong verbal and written communication skills.



  • Excellent attention to detail, follow-up, and organization.



  • Must have strong computer, interpersonal, communication, organizational and telephone skills.



  • Ability to work with minimal supervision and effectively in a strong team environment.



  • Strong reading comprehension skills, thoroughness in completing work assignments and ability to compose effective and accurate written materials.



  • Strong problem solving skills and ability to assess and anticipate issues and proactively resolve.



Preferred Qualifications:



  • 5+ years in legal billing or AP/billing type role



  • Knowledge of tax forms W-9 and W-8



  • Net Docs



  • SharePoint



A Place for Everyone


Hospitality is at the heart of all we do at Travel + Leisure Co., including how we treat each member of our growing community. Here, you’ll find a team that’s inclusive, values diversity, and is built on a foundational respect for people from all over the world.


We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to mycareer@wyn.com, including the title and the location of the position for which you are applying.





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