Billing Legal Administrative Assistant

October 22, 2018


Foley Hoag seeks a Billing Legal Administrative Assistant in our Intellectual Property Department to provide billing support to patent prosecution attorneys, technology specialists and patent administrative assistants.


  • Assist with opening new clients and matters for the Patent Prosecution Department.
  • Create accurate client billing; print proformas; process edits to narratives; and handle write downs, transfer time and disbursements, divide and combine time.
  • Maintain budget spreadsheets and other supporting schedules as requested by clients.
  • Understand and follow client billing guidelines, review and editing proformas.
  • Keep track of alternative billing arrangements and ensure bills are processed following those arrangements.
  • Handle billing correspondence.
  • Resolve billing issues with clients when appropriate.
  • Prepare expense reports for patent prosecution attorneys and technology specialists on an overflow basis.
  • Provide time entry support on an overflow basis.
  • Photocopy, scan, send faxes as directed.
  • Proofread all work products to ensure they are complete and accurate.
  • Perform any and all other related office duties as requested.
  • Be discreet and diplomatic at all times, particularly with sensitive or confidential information.
  • Present a professional and positive image within the firm as well as with outside contacts.
  • Participate in firm provided training programs and apply learned skills to work products.


  • 2-5 years as a legal secretary with billing responsibilities or as a billing coordinator in a professional services environment (preferably a law firm).
  • Intermediate/Advanced Microsoft Office skills (primarily Word and Excel).
  • Strong attention to detail and strong organizational skills.
  • Ability to interact pleasantly and professionally with people at all levels.
  • Must be a team player yet capable of working independently in a fast-paced environment.
  • Associate degree, technical certification in office/business administration, or equivalent experience.
  • Exposure to patent prosecution work strongly preferred.

How to Apply

Please click here to apply now.