Job Description

Job Title: Accounts and Billings Assistant / Client Support Representative (CSR)Department: FinanceReports To: Office Manager and Office Managing PartnerLocation: SingaporeINTRODUCTIONSquire Patton Boggs is an international legal practice with 44 offices in 21 countries, and is one of the 25 largest law firms in the world by total headcount and one of the top 10 by number of countries with offices.THE ROLEThe Accounts and Billings Assistant / Client Support Representative role provides full service administrative financial support to assigned offices and lawyers of the Firm; speaks with clients, vendors and service providers, records information into the computer system, compiles data and prepares bills, checks, wires, petty cash reports. Position requires advanced client service skills, extensive law firm financial billing and collections experience, superior judgment and the ability to work with minimal supervision and assistance.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.Client Billing . Prepares billing pre-bills / proformas for monthly distribution. . Reviews and edits time and disbursement entries; prepare comprehensive and accurate transactional and other legal matter summaries. . Prepares invoices according to lawyer and client specifications (e.g. detailed billing summaries, narrative edits, etc) and billing arrangement. . Ensures that proper engagement letters are in place before as part of the client matter opening process. . Redistributes billing pre-bills / proformas for final approval and cover letter. . Generates regular (and on demand) reports using the Firm's accounting system to assist fee earners in managing their work in progress (WIP) and collections. . Liaise with clients, fee earners and secretaries in the collection of outstanding bills issued to clients. . Liaise with clients by telephone or in person and answer questions concerning billings and collections, refers questions to the line manager, Office Manager, lawyer or designated departments for investigation. . Files all correspondence in billing files in an organized manner and in accordance with Firm procedures.Local Cash Operations . Preparing and submitting local payments to vendors, includes preparing payment vouchers, maintaining payment records and filing . Daily review of incoming funds and payments . Weekly reporting of cash receipts. . Monthly reporting of cash payments and receipts. . Maintenance and reconciliation of local general ledger accounts.Accounting & Other Support . Administrative tasks such as filing and photocopying . Ad hoc duties as and when assigned by OM and OMP . Provide support to the accounting team for;o Maintain fixed asset register (acquisition, depreciation and disposal)o GST reportingo Payroll and related filingso Audit enquirieso General end of month activitiesGeneral . Ensuring compliance with local rules and regulations . Operates the Firm's accounting system, computer equipment and telephone equipment in performance of daily duties; effectively uses the telephone and word processing functions necessary to perform required job duties. Actively seeks out technical resources of the firm in order to maximize efficiency. Properly manages electronic documents for easy retrieval. . Supports team and other members of the team in telephone coverage, overflow work assignments and coverage for absent team members. . Other duties and admin responsibilities as assigned. . Able to manage multiple tasks and to meet regular deadlines. Available to work regular overtime and travel as required by the position or projects.SECONDARY DUTIES AND RESPONSIBILITIESTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functionsQUALIFICATIONS & EXPERIENCEBachelors' degree or degree from two-year college or technical school with at least three year related experience and/or training preferably in a law firm; or equivalent combination of education and experience.LANGUAGE SKILLSMust be able to speak and communicate in English at a high level. Written communication is appropriate to the audience and written in a clear and concise manner that effectively gets the message across.
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