Legal Billing Coordinator - Buffalo

Rupp Pfalzgraf LLC is a full-service law firm headquartered in downtown Buffalo, with offices across New York State. We are a team of problem solvers who take a practical, solutions-focused approach to our work and value the contributions of every team member. Our firm offers opportunities to develop, take on new challenges, and grow within a collaborative environment.

Our company is currently seeking a full-time Legal Billing Coordinator to add to our growing finance team. This role owns client billing from start to finish for assigned practice areas. This is not a data-entry position. The coordinator is accountable for the full billing cycle on their book of business: prebill preparation and attorney follow-through, invoice finalization, submission through client and carrier e-billing platforms, and, critically, the pursuit of every invoice through to acceptance and payment.

•  Manage monthly billing cycle for assigned practices, clients, and billing attorneys, processing approximately 1,000 invoices per month.
• Prepare, review, and distribute prebills and resolve billing discrepancies.
• Coordinate attorney prebills and follow up to keep billing cycles on schedule.
• Finalize and issue invoice notices in required client formats and through designated platforms.
• Submit invoices through client and carrier e-billing platforms and monitor acceptance.
• Research and resolve rejected, reduced, and short-paid invoices and process resubmissions.
• Monitor budgets, billing limits, and exceptions and escalate potential issues promptly.
• Prepare and track billing appeals, deadlines, and outstanding invoice exceptions.
• Maintain current guidelines, rate schedules, and e-billing requirements.
• Support new e-billing client setup, including matter registration and test submissions.
• Support accounts receivable by monitoring aging, responding to inquiries, and coordinating payment issues.
• Provide billing status updates and reporting while supporting period-end close and process improvements
• Process and document client payments via phone in accordance with firm procedures.
• Maintain strict confidentiality of client, firm, and personnel information.
• Perform other duties as assigned by the Billing Manager or Director of Finance.

• Highschool Diploma or equivalent; associate’s degree in accounting, business, or a related field preferred.
• 2+ years of billing experience in a law firm or professional services setting.
• Working knowledge of legal time and billing software and comfort learning new systems quickly.
• Proficiency with Microsoft Excel, including sorting, filtering, and basic formulas for reconciliation and tracking.
• Strong written and verbal communication skills, including the confidence to follow up with attorneys and to correspond directly with clients and carriers
• Hands-on experience with electronic billing submission and with researching and resolving invoice rejections and reductions.

• This is an on-site position based in the firm’s Buffalo office. The role involves extended periods of computer work and occasional light lifting of files and materials. Additional hours may be required during peak billing cycle periods and at fiscal year-end.
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation.
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.

$20.00 - $25.00 per hour depending on experience and skillset.

Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, group term life insurance, and an opportunity for a year-end bonus based on performance.