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Billings Collections Specialist



Posted on Friday, June 7, 2024

Job Description

Billings Collections Specialist – Sheffield – Full time

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:

A Billing & Collections Specialist will act as a subject matter expert, providing financial support and education for the business, whilst managing a range of finance processes and relationships for key clients. The role will involve being responsible for creating and approving invoices, checking invoices for accuracy and completeness in line with client protocols, submitting Invoices to clients (both individually and in consolidated form) through e-billing, soft and hard copies, invoice query management, billing reporting, and client protocol development and documentation. You will manage the accounts receivable ledgers of key clients, performing collections activities and ensuring that forecasts are accurate, and payments reach the business within.

Our Billing & Collections Specialist will be able to communicate in a professional manner with internal and external clients, attorneys and paralegals and adhere to existing Firm billing policies and procedures. They will also work closely with our wider Billing & Collections teams to address any issues and support on related projects.

Other key responsibilities will include:

  • Ensuring timely and accurate invoice submission to clients based on agreed upon timelines.
  • Building and maintaining good working relationships with external clients
  • Creating and approving invoices in line with client protocols with a heavy focus on accuracy
  • Managing of AR ledger & client debt with a focus on bringing payments into terms and providing written and verbal updates to the wider collections team
  • Providing regular AR reporting to clients
  • Managing invoice queries, providing efficient and accurate responses to the client within agreed SLA’s
  • Creating and maintaining protocols within the Client Protocol Library
  • Working with Management to review current processes with an eye on improving and documenting same
  • Processing credit card payments
  • Collaborating with other teams / stakeholders around the business to influence, train and educate on billing and finance matters
  • Reviewing and understanding Client Fee structures, billing, Invoice submission and collections processes
  • Being a subject matter expert and working on billing & collections projects
  • Supporting case management team and client with ad hoc reporting requests
  • Auditing client invoices for accuracy and produce consolidated billing reports / Invoices for clients
  • Leading the onboarding of new clients including creating and documenting the order to cash journey
  • Supporting the Finance Services Manager and Finance Services Supervisor with any ad hoc tasks

About you:

To be successful in this role you must have previous experience within finance, in a billing and collections role (preferably 3+ years), with focus on managing order to cash processes for clients. You will have a high level of proficiency in word processing, excel (including Vlookups, Count and Sum ifs & Pivot tables), internet and email systems.

You will have a proven track record of client and senior stakeholder management; with the ability to present complex issues in a succinct manner and influence decision making. Being able to demonstrate tangible results in resolving complex billing and collections problems along with reducing aged AR and DSO, would be highly advantageous.

Also required:

  • Be able to act under instruction with limited supervision, and process feedback in a constructive manner
  • Strong communication skills
  • Complete tasks within agreed time-frames and in line with expectations
  • Be highly organised - simultaneously managing numerous initiatives and activities with attention to detail
  • Strong analytical skills, forward thinking and creative
  • Have a pragmatic approach to problem solving using initiative and tenacity to succeed
  • Demonstrates the ability to challenge the status quo and find better ways of working
  • Previous experience of forming and cultivating relationships with clients and internal stakeholders would be advantageous
  • Ability to be adaptive in a team where responsibilities and processes frequently change
  • Willingness to be trained on all aspects of the team responsibilities and to cover as required
  • Be willing to assist in other key areas within the EMEA team

Fragomen in Sheffield:

Our Sheffield office is based in the city centre with the added bonus of free on-site parking, as well as several public transport links close by. The office has approximately 400 people working collaboratively and creating a dynamic, positive environment with over 20 different languages being spoken. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.

The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.