Job Title: Billing Specialist
Department: Finance
Location: Hybrid (Mississauga)
Job Type: Full-Time, Permanent
Salary: $55,000 - $60,000 Annually
About Us
Bluestar Professional Services Inc. is an investment office operating across Canada and the United States. We acquire and operate small to medium-sized businesses with a long-term, value-driven approach focused on sustainable growth and meaningful outcomes for employees, clients, and investors.
Our businesses bring together legal, accounting, wealth management, and advisory expertise under one platform, creating a collaborative environment focused on simplifying complexity and delivering thoughtful, long-term solutions.
At Bluestar, we believe great businesses are built by great people. We foster a culture of collaboration, growth, excellence, and continuous learning, where individuals are supported, empowered to take initiative, and given opportunities to make a meaningful impact.
About the Role
Bluestar Professional Services Inc. is seeking a Billing Specialist. The Billing Specialist turns the firm's recorded time and expenses into accurate, timely invoices and helps make sure those invoices get paid. This person works closely with lawyers, legal assistants, and the finance team to manage the full billing cycle. The role also supports trust accounting compliance under Law Society of Ontario rules.
Key Responsibilities
Time review / WIP Management
- Review WIP reports and identify files or engagements requiring billing action.
- Work with partners and managers to facilitate timely billing of completed work.
- Assist with WIP transfers, corrections, and clean-up activities.
- Investigate and resolve discrepancies related to time entry, rates, and charge allocations.
- Review time entries for accuracy, correct matter codes, and clear, client ready narratives.
- Follow up with lawyers and clerks on missing or late time entries.
- Record and code disbursements so they are billed to the right matter.
Invoice preparation
- Generate prebills on a set schedule and send them to responsible lawyers for review.
- Apply approved billing adjustments, write-offs, discounts, and transfers.
- Ensure invoices comply with client billing guidelines and engagement terms.
- Process recurring, fixed-fee, contingency, and hourly billings as required.
- Monitor invoice status and resolve billing rejections or disputes.
- Make sure HST is applied correctly to fees and disbursements.
Trust and retainer management
- Apply trust or retainer funds to invoices only with proper written authorization.
- Track retainer balances and flag when a client needs to replenish funds.
- Support monthly trust reconciliations and keep records in line with Law Society of Ontario By-Law 9.
Collections and accounts receivable
- Post client payments and match them to the correct invoices.
- Monitor aged receivables and follow up on overdue accounts by phone and email.
- Respond to client billing questions and help resolve invoice disputes.
- Escalate long overdue accounts to the responsible lawyer or Director of Finance.
Reporting
- Monitor unbilled time and outstanding WIP balances.
- Prepare monthly reports on work in progress, billed hours, collections, realization rates, and aged receivables.
- Track rejected or reduced e bills and report the reasons to lawyers.
- Keep a current record of client specific billing rules and outside counsel guidelines.
Qualifications/Requirements
- College diploma or university degree in accounting, business, or a related field, or equivalent experience.
- 2-3 years of related experience is required.
- Working knowledge of legal practice management software such as CosmoLex, Clio, PCLaw.
- Microsoft Office applications experience is required.
What We’re Looking For
- Someone who has high attention to detail and comfortable working with numbers all day.
- Someone who has experience providing clear, tactful communication with lawyers and clients, including about overdue accounts.
- Someone who can manage monthly billing deadlines across many matters at once.
- Someone who can have discretion with confidential client and financial information.
- Someone who can work in fast paced environment.
- Someone who is highly organized.
What We Offer
- Hybrid work arrangement.
- Supportive and collaborative team environment.
- A competitive compensation package
- Dental care, Extended health care, and Life insurance
- Paid time off
- On-site parking
Only candidates selected for an interview will be contacted.
Bluestar Professional Services Inc. is an equal opportunity employer. We encourage all qualified candidates to apply.
Bluestar Professional Services Inc. adopts an inclusive and accessible environment and is committed to providing support to applicants and firm members with disabilities. If you require accommodation at any time during the recruitment, selection, or assessment process, please let us know.
