Administrative Assistant - Billing Department at FBT Gibbons LLP

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an Administrative Assistant to support the billing and collections team by playing a key role in streamlining workflows, coordinating communications to address inquiries, and contributing to the success of a collaborative and customer-focused department.

The ideal candidate is a highly organized and detail-oriented professional who thrives in a collaborative environment, excels at managing multiple priorities, communicates effectively with a variety of stakeholders, maintains accurate records and data, and is committed to providing exceptional administrative support to ensure the efficient operation of the billing and collections team.

This position can be based in Cincinnati, OH; Indianapolis, IN; or Louisville, KY.

Key Responsibilities

• Monitor the billing shared inbox and promptly respond to inquiries while directing emails to the appropriate team members to ensure timely resolution of issues.
• Collaborate closely with team members to ensure smooth workflow and effective communication within the department.
• Prepare, proofread and format billing and collection reports, documents, and correspondence to ensure clarity, accuracy and adherence to firm standards.
• Maintain and organize both physical and electronic files for the billing and collections team.
• Schedule and coordinate meetings, appointments, and conferences, take minutes, and ensure timely follow-up on action items to support team initiatives.
• Provide general administrative support to the billing and collections team, including coordinating travel arrangements, processing invoices, and handling other tasks as requested.
• Gain knowledge of Aderant, billing and e-billing processes and procedures to provide PTO coverage for team assignments as needed and within capabilities learned.
• Accurately enter and update billing-related data in relevant systems, maintaining data integrity and supporting efficient billing operations.
• Regularly update ARCS as required by established procedures to ensure accurate and up-to-date records.
• Participate in month-end close activities to assist the team in meeting deadlines.

• A high school diploma or equivalent is required.
• Minimum 2 years of previous office experience.
• Proficiency in Microsoft Office products including Outlook, Word, Excel and knowledge of Internet usage and other technology to appropriately assist attorneys.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to handle sensitive information with confidentiality.
• Attention to detail and accuracy.
• Strong interpersonal skills and the ability to work effectively with diverse teams.
• Ability to speak effectively with attorneys, legal practice assistants and other administrative business professionals in organization.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.

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