Billing Coordinator

Billing Coordinator

Woodward & Co. Lawyers LLP Victoria, British Columbia, Canada (On-site)

woodwardandcompany.com

Woodward & Co. Lawyers LLP is a national law firm dedicated to providing excellent legal services to Indigenous communities, governments, and organizations. We are seeking a highly skilled Billing and Accounts Payable Coordinator, to fill an existing vacancy and join a talented and dedicated team in our Victoria BC, office location, to support lawyers engaged in complex Aboriginal, environmental, and natural resources litigation.

The Billing and Accounts Payable Coordinator supports the accurate, timely, and efficient delivery of the firm’s billing and accounts payable functions. The position coordinates the billing cycle, prepares and distributes client bills, maintains billing and timekeeper information, processes vendor invoices and payments, reconciles accounts payable records, responds to internal and vendor inquiries, and prepares related reports. The Billing and Accounts Payable Coordinator works collaboratively with the Finance team and other departments to promote accurate financial information, strong internal controls, timely payments, and consistent service standards.

Key Duties & Responsibilities

Billing

• Coordinate the firm’s billing cycle in accordance with established schedules, lawyer instructions, client arrangements, engagement terms, and internal procedures.
• Monitor and review the quality of draft bills prepared by Finance clerks, ensuring that billing work is accurate, complete, consistent, professionally presented, and completed within established timelines.
• Review draft bills for missing or duplicate entries, incorrect rates, unclear narratives, unsupported adjustments, formatting issues, inaccurate client or matter information, and non-compliance with client billing requirements.
• Provide Finance clerks with timely guidance and corrective feedback on billing errors, quality concerns, required revisions, and established billing standards. Escalate recurring or significant issues to the Director of Finance.
• Prepare, revise, and finalise client bills using approved time entries, disbursements, billing rates, retainers, trust information, discounts, write-offs, and lawyer instructions.
• Confirm that bills comply with approved rate arrangements, client billing guidelines, electronic billing requirements, purchase-order requirements, and other matter-specific instructions.
• Incorporate approved lawyer revisions accurately and maintain appropriate documentation for discounts, write-offs, transfers, rate changes, and other billing adjustments.
• Post and distribute approved bills within established timelines, confirming that each bill is complete, correctly addressed, professionally presented, and delivered through the required method.
• Maintain accurate client, matter, timekeeper, billing-rate, billing-frequency, and client-guideline information in Unity and related systems.
• Monitor time and disbursement entries for completeness, accuracy, appropriate matter allocation, and compliance with billing deadlines. Follow up on missing, late, or inconsistent information.
• Monitor work in progress and billing status, identify matters requiring attention, and communicate outstanding requirements to lawyers, Finance clerks, and administrative employees.
• Prepare and quality-check billing, work-in-progress, aged accounts receivable, accounts payable, time-entry, lawyer productivity, and other financial reports before distribution.
• Monitor Unity and related accounting or time-tracking processes for data-quality concerns, processing errors, or system issues, and coordinate their resolution with the appropriate contact.

Training and Continuous Improvement

• Support the onboarding and training of Finance clerks and other employees on billing procedures, Unity, time-entry requirements, client billing guidelines, documentation standards, and quality-control expectations.
• Maintain billing procedures, checklists, and reference materials to promote consistent, accurate, and efficient work across the Finance team.
• Identify recurring billing errors, training needs, documentation gaps, and process concerns, and recommend improvements to the Director of Finance.

Accounts Payable Support

• Provide accounts payable support as needed
• Review vendor invoices and supporting documentation for accuracy, completeness, appropriate coding, proper authorisation, and compliance with firm procedures.
• Process approved vendor invoices, payments, credits, reimbursements, and other accounts payable transactions within established timelines.
• Obtain outstanding approvals, respond to vendor and internal payment inquiries, and resolve invoice, coding, documentation, or payment discrepancies.
• Maintain accurate vendor records, reconcile vendor statements and accounts payable balances, and retain complete supporting documentation.
• Prepare payment schedules, accounts payable reconciliations, expense reports, and other financial information for review by the Director of Finance.

Qualifications

• Must be eligible to work in Canada.
• A university degree, business diploma, or certificate in accounting, finance, business administration, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of four years of experience in legal billing, accounts payable, full-cycle accounting, or another finance-related position.
• Demonstrated experience providing guidance, training, constructive feedback and quality oversight to billing clerks while ensuring compliance with the firm's billing standards, accounts payable procedures, and client billing requirements.
• Advanced skills in Microsoft 365 applications, particularly Excel.
• Familiarity with ERP systems. Experience with Elite 3E or another legal practice management platforms is considered a strong asset.
• Demonstrated accuracy, organization, discretion, and ability to manage competing deadlines in a service-oriented environment.
• Enrolled in or completion of relevant courses offered by the Chartered Professional Accountants of Canada.

Core Competencies

• Communication
• Accuracy
• Financial Controls
• Leadership
• Analytical Skills
• Workflow Management
• Technical Proficiency
• Cultural Competence
• Continuous Learning

Values

Excellence • Respect • Accountability • Trust • Ethics • Collaboration

Working Conditions

Fast‑paced, deadline‑driven environment requiring prolonged computer use and occasional lifting of office equipment, boxes and documents. Overtime may be required, as well as travel. While the firm supports hybrid work, this role requires significant in‑office presence to support workflow and collaboration.

Why Woodward

Woodward is where meaningful work, strong relationships, and a great culture comes together. We offer a salary range of $60,000 to $75,000 per year (with consideration for education and experience), plus a comprehensive benefits package which includes health, dental, vacation and RRSP contributions, wellness, and professional development.

This is a full-time in-office role due to workflow and valued team collaboration.

How to Apply

To apply, send your cover letter and resume to: employment@woodwardandcompany.com.

Woodward is committed to equity, inclusion and belonging, and human rights. We know that our diversity strengthens our values and shared responsibility in creating a respectful, and collaborative workplace.

Indigenous ancestry is regarded as directly relevant to the skills and knowledge preferred and Indigenous applicants are strongly encouraged to apply.

While only shortlisted candidates will be contacted, we thank all candidates for their time and interest in Woodward & Co. Lawyers LLP.