Billing Compliance Specialist - Operations

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Manager, Billing Compliance, the Billing Compliance Specialist is responsible for assisting in all phases of intake and client billing requirements. This role will work closely with the Billing Compliance team, biller, lawyers and other administrative staff in the firm as well as client. This is a highly detail-oriented position with an emphasis on tenacity, time management, technical tasks and interpersonal skills. Prior experience in a professional services environment is preferred.

This job posting is for an existing vacancy.

Major Responsibilities

• Manage client billing compliance requirements, including accrual deadlines, billing guidelines, estimates, budgets, purchase order numbers, tax forms, banking information, and other client-specific requirements within applicable accounting systems and eBilling platforms
• Coordinate end-to-end onboarding for new clients and support the migration of existing clients to new eBilling platforms, ensuring accurate setup, alignment with client requirements, and seamless integration across firm systems
• Liaise with internal stakeholders, clients, and external vendors to obtain matter access, purchase order details, provide tax documentation, banking information, and other billing-related requirements needed to support timely and accurate setup for billing
• Maintain accurate client and matter billing information in the accounting system and eBilling platforms to support compliance with client guidelines and a smooth billing experience
• Review NBI requests, assess the requirements, and assign work to appropriate team members within prescribed service level agreements
• Oversee the team’s general mailbox by monitoring incoming requests, redirecting inquiries to the appropriate team members, and supporting timely follow-up on billing compliance matters
• Prepare weekly status reports summarizing matter access metrics, and key operational updates for leadership
• Maintain and update operational procedures, training materials, and client-specific documentation to promote consistency, compliance, and knowledge retention across the team
• Communicate effectively with peers, management, lawyers, billers, assistants, clients, and external contacts to resolve accrual, onboarding or matter access related issues and support operational objectives
• Identify opportunities to improve billing compliance processes, enhance data accuracy, and contribute to projects or additional tasks as assigned
• Assist with projects or additional tasks as assigned by Manager

Position Requirements

Education and Experience

The position requires a College Diploma or University Degree specializing in a business discipline, and a minimum of three years of relevant experience. Prior work experience in Billing/Ebilling rates – finance or project management experience within the legal or professional services industry is considered an asset. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

• Intermediate to advanced level excel proficiency, including PivotTables and XLOOKUP formulas
• Exceptional attention to detail and accuracy with numerical data, while maintaining efficiency
• Fast learner with ability to perform effectively in a fast-paced, dynamic environment, adapting seamlessly to shifting priorities and workloads
• Provide outstanding service to both internal and external clients by collaborating directly with clients, partners, billers, assistants, and key stakeholders to ensure the successful completion of essential operational tasks critical to the firm’s financial performance.
• Basic knowledge of SQL, Power BI would be an asset but not required
• Experience with Ebilling systems such as Legal Tracker, CounselLink, TyMetrix, or similar platforms
• Experience with Accounting system, Aderant or Elite
• Comfort with synthesizing large data sets, sourced from differing systems
• Excellent communication skills, able to clearly convey insights both verbally and in writing to audiences with diverse subject matter expertise
• Proactive, positive mindset with a focus on continuous innovation and process improvement
• A compliance and procedural mindset is required

Compensation:

The range of expected compensation for this position is $60,000 - $75,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 1 day per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.

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