IP Billing Specialist

Tucker Ellis LLP • Full-time • Morristown, New Jersey, United States • 1d ago

Hybrid | Any Tucker Ellis Office Location

Tucker Ellis LLP is seeking an experienced IP Billing Specialist to join our Billing team. This position may be based out of any Tucker Ellis office location and offers a hybrid work schedule.

The IP Billing Specialist will be responsible for managing the billing lifecycle for the firm's Intellectual Property practice, including patent, trademark, copyright, and other IP matters. This position requires a strong understanding of IP-specific billing requirements, client guidelines, matter structures, timekeeping, electronic billing, and invoice submission processes. The ideal candidate will have a minimum of two years of hands-on IP billing experience within a law firm environment and be comfortable working directly with attorneys, IP professionals, clients, and accounting personnel.

Key Responsibilities

Manage the end-to-end billing process for Intellectual Property matters, including patent, trademark, copyright, and related IP litigation and transactional matters
Prepare, review, finalize, and submit monthly invoices for IP matters in accordance with client-specific billing arrangements and deadlines
Review attorney, patent attorney, paralegal, and other timekeeper entries for accuracy, appropriate billing descriptions, task/activity codes, and compliance with client requirements
Review IP invoices for compliance with client-specific billing guidelines, including requirements related to patent and trademark prosecution, USPTO-related activities, foreign associates, IP vendors, and other matter-specific charges
Review and process IP-related costs and disbursements, including filing fees, foreign associate charges, patent and trademark fees, courier expenses, research charges, and other matter-related expenses
Ensure appropriate billing treatment of client advances, retainers, deposits, flat fees, alternative fee arrangements, and other IP-specific billing arrangements
Monitor electronic invoices submitted through client billing platforms and resolve rejected, short-paid, or disputed invoices
Research and correct billing rejections related to LEDES formatting, UTBMS codes, task/activity codes, time entries, expense classifications, invoice narratives, and client billing guidelines
Establish working relationships with eBilling site vendors; make certain all timekeepers and rates are up to date on the site; submit timekeepers and rates for approval as needed
Track invoice status and follow up on outstanding IP invoices to ensure timely payment
Work closely with IP attorneys, paralegals, docketing personnel, and accounting staff to identify and resolve billing discrepancies
Review client billing guidelines for changes that may impact IP matters and ensure invoices remain compliant with current requirements
Assist with IP matter billing transfers, write-offs, adjustments, credit memos, and invoice revisions as needed
Maintain accurate billing records, client billing profiles, matter information, and supporting documentation
Assist with month-end and year-end IP billing processes, including reporting, reconciliation, and outstanding billing review

Assist billing attorneys with special reporting and various client specific reports
Prepare and submit client accruals and other reports
Communicate with clients regarding invoice questions, billing discrepancies, rejected invoices, and payment issues
Identify recurring IP billing issues and recommend improvements to billing procedures and workflows
Maintain a working knowledge of electronic billing systems, client-specific billing requirements, and law firm accounting procedures applicable to IP matters
Assist with other administrative tasks and special projects as needed

Qualifications

Minimum of two years of direct Intellectual Property billing experience within a law firm is required
Demonstrated experience billing patent, trademark, copyright, and/or other Intellectual Property matters
Experience with Aderant and BillBlast is required
Strong knowledge of IP billing processes, including billing for patent and trademark prosecution and other IP-related matters
Experience reviewing and submitting invoices through electronic billing platforms
Strong understanding of LEDES billing formats, UTBMS codes, task/activity codes, and client-specific billing guidelines
Experience working with e-billing platforms such as Legal Tracker, CounselLink, Collaborati, BillingPoint, and similar systems
Experience researching and resolving e-billing rejections and invoice discrepancies
Strong understanding of law firm timekeeping and billing practices
Experience processing and reviewing IP-related expenses and disbursements
Excellent attention to detail and accuracy, particularly when reviewing high-volume and complex IP invoices
Strong organizational and problem-solving skills with the ability to manage multiple deadlines
Ability to communicate effectively with attorneys, paralegals, clients, and accounting personnel

Ability to work independently while also collaborating effectively with a team
Proficiency with Microsoft Office Suite, particularly Excel

Compensation

Target compensation for this role starts is $80,000 to $110,000/ year. Actual compensation will be determined based on office location, years of experience, relevant skill set, and educational background.

What We Offer

At Tucker Ellis, we value our employees and provide a robust benefits package to support their well-being:

Day 1 Benefits: Medical, dental, and vision insurance
Paid Time Off: Accrues immediately, plus paid holidays
Retirement Plan: 401(k) with profit-sharing contribution
Monthly Contributions: Technology stipends, plus annual HSA contribution
Hybrid work flexibility

Equal Opportunity Employer Statement

Tucker Ellis LLP is an equal opportunity employer. We are committed to creating a diverse and inclusive environment for all employees and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.

Non-Solicitation Statement

Applicants and recruiting agencies: Tucker Ellis LLP does not accept unsolicited resumes from third-party recruiters. Any unsolicited resumes sent to our employees or offices without a signed agreement will become the property of Tucker Ellis LLP, and no placement fees will be paid.