Office and Billing Coordinator

Lewis Silkin is a UK top-100 commercial law firm with offices in London, Oxford, Cardiff, Dublin and Hong Kong. The firm is recognised by clients and industries alike as being distinct: for its deep understanding, insight and advice to creative, innovative and brand-focused businesses; for its market-leading international practice in employment, immigration and reward; and for delivering pragmatic, commercial advice in a refreshingly human way.

With 62 Partners and more than 360 staff, the firm is structured around two key divisions.

In employment, immigration and reward, it is consistently top-ranked, and was named HR Law Firm of the Year 2015 by the Legal 500. With over 100 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally.

The creators, makers and innovators team is made up of leading advisers for creative, innovative and brand-focused businesses, offering a deep understanding of the industry sectors in which clients operate combined with real expertise across a wide range of legal services. From start-ups to multinationals, the firm’s comprehensive and commercially focused advice helps clients succeed in an increasingly complex and converged international marketplace.

Background & Reporting Structure

The Dublin office opened its doors during the spring of 2018 and is comprised of three Partners (2 x EIR & 1 x CMI), one Senior Associate (EIR), three Associates (EIR) and a Senior Chartered Trade Mark Attorney (CMI).

The Office and Billing Coordinator will be based in the Dublin office of Lewis Silkin, based on Baggot Street, Dublin 2.  As COVID-19 travel restrictions are in place, training will be provided by video from our London office. You may be required to travel to our head office in London, when travel restrictions ease.

The Office and Billing Coordinator will be responsible for the provision of day-to-day administrative/secretarial support and monthly billing for the fee-earners based in the Dublin office. The post holder will have a dotted reporting line to Business Services colleagues in London, although they will be accountable to the Dublin Partners on a day-to-day basis.

Key duties

Billing/financial responsibilities

• Monthly billing duties including generation of bill proformas using firm’s platform. This process involves liaising with fee-earners, UK based colleagues and the Finance team to ensure accurate amounts, appropriate PO numbers and other amendments, before finalising and issuing to client or through other methods requested by clients
• Assist the London-based Credit Control team with follow-up with Dublin office clients for payment of unpaid invoices
• New client/matter file opening and client inception (including use of the firm’s online tool to generate client/matter numbers, including collation of client identification and due diligence information)
• Collation of invoices received from foreign law firms for sub-contracted advice, completion of Payment Request forms for these services (incl Partner sign-off) and passing these to the London-based Finance team for processing
• Collation of invoices received from local Dublin suppliers for locally sourced services (cleaning, utilities etc), obtain Partner approval, completion of Payment Request forms for these services (incl Partner sign-off) and passing these to the UK-based Finance team for processing
• Liaison with the London-based Finance team re client funds received by Dublin branch, including completion of receipt forms
• Managing the petty cash float for the Office and providing the London-based Finance team with regular expenditure summaries
• Preparation of expense claim forms for fee earners and passing these to the UK-based Finance team for processing
• Other occasional duties related to finance matters as required

General Office Support

• Responsible for creating and maintaining effective electronic and hard copy filing systems
• Ensuring stationery cupboard is well stocked at all times
• The despatch of mail, organising couriers and opening, sorting and recording of all in-coming mail and responding or distributing as appropriate
• Liaise with local Dublin vendors for supplies, services and subscriptions
• Assisting with marketing activities including liaising with Marketing team and assisting with the preparation for seminars (in-person and virtually) and other events as required as well as proactively ensuring database of clients and contacts is maintained and reviewed
• Liaising with clients on a regular basis and meeting and greeting them as and when required
• Various other office support responsibilities as required
• Attempt local fixes for IT issues and liaising with UK-based IT team or local vendors for more complex solutions

Secretarial support

• Answering the telephone and greeting clients in a helpful and professional manner, dealing with queries, if able, and ensuring messages are taken accurately and dealt with appropriately. When working remotely, calls will divert to a company mobile to ensure full service is provided
• Drafting own correspondence as appropriate and producing fast and accurate documents, letters, emails and memos
• Manage fee-earner diaries, ensuring they are kept up-to-date at all times to prevent missed entries and meeting clashes
• Scheduling internal and external meetings; ensuring that all arrangements are in place and any required materials and documentation are prepared in good time. This will include setting up internal meeting-room (including catering, when requested) and clearing up afterwards
• Ensuring sensitivity and confidentiality when dealing with clients and colleagues at all times
• Pro-active approach to ensuring that all administration work is completed on a timely basis, using own initiative to pre-empt matters
• Providing litigation support assisting with the preparation of court bundles and lists of documents as required
• Providing administrative support with work permits or other formal applications, on behalf of clients, when requested.
• Photocopying and scanning documents
• Responsible for creating and maintaining effective electronic and hard copy filing systems
• Maintaining and creating excel databases as required

Candidate profile
This is a challenging role offering experience of working in a first-class legal environment.  The successful candidate must have a professional manner and first class communication skills.  They must be highly organised with excellent administration skills.  They will be able to demonstrate a pro-active approach to their work and be able to work on their own initiative.  They must enjoy working in an involved team environment and be keen to guide and motivate others within the team.  They will need to have a flexible nature and a co-operative and willing attitude.

Skills, Knowledge and Experience

• 2 - 3 year’s office experience covering key aspects of the above criteria, of which at least one year should have been spent working in a professional services environment (preferably in an international law/professional services firm)

• Confidential and diplomatic approach in dealing with clients and colleagues alike
• Comfortable speaking over the phone in a professional manner and able to build professional working relationships
• Reliable, trustworthy, and punctual at all times
• Experience of working to tight deadlines, multitasking and not losing sight of priorities
• Accurate numerical skills
• Excellent organisational skills and strong eye for detail
• Professional in conduct and appearance
• Proactive and able to work on own initiative without guidance but seeking help if necessary
• Enjoyment of client contact and involvement
• Experience of using all office equipment (e.g. Photocopiers, printers, phones, computer hardware & software, video conference equipment) and being prepared to troubleshoot where necessary, given the appropriate support from London Facilities/IT teams (although full training on our systems will be provided)
• Strong team player, with flexible, can-do attitude
• Ability to work occasional overtime and, when possible, to travel to UK on limited occasions

IT skills required:

• Proficient IT skills – Office 2007, Word, Excel, Outlook, PowerPoint  systems, although full in-house training will be provided

Educational and professional qualifications required:

• Good grammatical English