Practice Operations Executive

At Herbert Smith Freehills Kramer, our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why many are incredibly longstanding. And we enjoy breaking new ground, as we have for over 100 years.

We are where you need us to be. We are in the world's largest markets, key financial centres and major growth hubs. Our international footprint is extensive and committed.

We are at our best tackling complexity and navigating change. We work alongside you on demanding contentious matters, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.

We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, ESG, infrastructure and resources. And we're focused on areas of growth that affect every business across the world, including technology and digitalisation.

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition - which is to help you achieve yours.

Your goals. Our ambition.

The Opportunity

Key Responsibilities

The role of the Practice Operations Executive is to support the billing process in Practice Groups. This includes liaising between lawyers and Practice Group support teams in invoice preparation and ensuring time recorded by the fee earners adheres to the clients guidelines. Key tasks include chasing timesheets, narrative time entry remediation, coordinating write-offs and discounts, managing alternative pricing arrangements and cross-border invoicing.

The role will work closely with PEs and PTAs for their assistance with billing admin throughout.

The revenue aspects of the role will include supporting the creation of pre-bills, narratives amendments, matter plan and coding accuracy, producing bill cover letters, working with the Revenue and Matter Management teams on matter setup and posting final invoices onto the system as per firm policy and process.

The Practice Operations Executive will have the following duties :

Reviewing time recorded to ensure time has been recorded to the correct workstream, and the narratives are compliant with the clients billing guidelines

Providing support to the business in ensuring a streamlined process to include : time capture, narrative edits, matter set up and remediation from "ready to bill – through to invoice production".

Using software including Firm applications like Timesheet Writer as needed to support the narrative remediation process.

Dealing with internal and external queries regarding invoices and the working capital profile, liaising with lawyers and the Revenue team.

Understanding clients' billing and collection processes and ensuring that invoices are produced, submitted, and collected in a manner which is appropriate for the Firm and client, which facilitates payment with minimum queries and time delay.

Providing support to the Revenue Team Helpdesk, fielding queries, and providing assistance to the business as needed.

Liaising with partners and associates regarding queried debts, unpaid invoices, escalating as required to Revenue Managers.

Running revenue related reporting for stakeholders as needed.

Qualifications, skills and experience

1-2 years' experience in a professional services environment within the practices in a PA or paralegal capacity.

Excellent customer service orientation skills

Competent IT skills, good working knowledge of Word, Excel and Outlook

Suggests new ideas or ways of doing things in a confident, constructive and sensitive way

Behavioural Competencies

Enjoys working as part of a team in a forever changing environment

Enjoys being challenged and contributing with innovative ideas

Attention to detail with a high level of accuracy

Excellent communication skills

Deadline focused and able to deliver within tight deadlines

Ability to cope with conflicting demands and meet deadlines

Exceptional communication and problem-solving skills are essential

Promotes a collegiate environment, good team morale and a spirit of co-operation

Inspires a learning and progressive environment through leading by example

Ability to establish professional credibility

Ability to use initiative and be pro-active; with a positive approach to ensuring the demands of the department are met

Ability to work in a challenging environment

Enjoys working in a fast moving and changing environment

The Team

The Herbert Smith Freehills Business Finance team works closely with management, practice groups, partners and business services teams to assist the business in driving its strategy, profitability, cash flow and growth.

Business finance safeguards the integrity of the firm's finances and plays a key role in mitigating financial and business risks such as foreign currency risk. The team provides robust financial information internally and externally to enable decision making, effective operations and to help the firm meet its client and statutory requirements. As a member of the finance team, you will play a critical role in the firm's success.

Team

Business Finance

Working Pattern

Full time

Location

London

Contract type

Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.

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