E-Billing & Outside Counsel Assistant

About the role

A detail-oriented E-Billing & Outside Counsel Assistant is sought to support legal billing operations and administrative processes. The role reviews outside counsel invoices, keeps system records accurate, monitors invoice approval workflows and coordinates with Accounts Payable so payments are made on time. It works across Legal, Finance and external law firms, on a Monday to Friday schedule in Costa Rica, under a 3-month fixed contract.

Key responsibilities

• Review outside counsel invoices for accuracy and completeness before submission for approval.
• Manage new matter requests, user activations and account setup in legal matter management systems.
• Maintain daily system integration reports and investigate discrepancies.
• Coordinate manual invoice processing with Accounts Payable and monitor approval workflows, following up with reviewers.
• Handle incoming requests and communications about the outside counsel program, and assist with invoice status inquiries and reporting.
• Maintain accurate billing records, system data and supporting documentation.
• Collaborate with Legal, Finance, Accounts Payable and external law firms to resolve billing issues and improve workflow efficiency.

Required profile

• 2+ years of experience in e-billing, billing administration, accounting, legal operations or a related field.
• Strong attention to detail and accuracy when reviewing invoices, reports and system records.
• Excellent organizational and time-management skills, able to handle multiple priorities and deadlines.
• Strong written and verbal communication skills and ability to work with cross-functional teams and external stakeholders.
• Experience with global teams across time zones preferred.

Required skills

• Proficiency in Microsoft Excel, including reporting and data management.
• Experience with e-billing systems or legal matter management platforms.
• Experience with Salesforce is a plus.