Job Description

Our Dispute Resolution practice has an exciting opportunity for a Business Assistant to join the team, based in either our Bristol or London office.

The Business Assistant will be responsible for managing the end-to-end billing process and client matter administration across a portfolio of legal matters.

The role will enable fee earners to focus their time on substantive legal work by reducing their administrative workload. The Business Assistant will play a key part in maintaining accurate financial records and ensuring compliance with detailed client billing guidelines. They will reduce the risk of queried or disputed invoices through accurate and compliant billing practices and help us continue to deliver very high levels of client service.

This role will coordinate with internal finance teams, legal practice managers, secretaries, fee earners and external stakeholders to ensure the smooth and timely issuing of invoices, as well as supporting client onboarding, matter opening and engagement letter processes.

The creation and engrossing of bills will remain under the control of the Finance department and your role will require close liaison with the billing, eBilling and credit control teams to ensure issues are resolved smoothly.

Key Responsibilities:

Billing and Financial Administration

• Review and correct timekeeper narratives and invoices to ensure accuracy, compliance with client billing guidelines, and check that correct rates are applied to matters. Ensure the addition of new timekeepers to matters is approved and enacted.
• Coordinate with internal finance teams and external parties (including barristers’ chambers) to manage professional disbursements, WIP balances, write-offs, and the processing of supplier invoices.
• Oversee the preparation, review and submission of monthly invoices, including liaising with Partners to confirm billing expectations, obtaining client approvals, and tracking that billing has been successfully uploaded by eBilling.
• Act as the main general point of contact for internal and external billing queries on these matters, responding to client requests for accruals and statements of account. Monitor and report on monthly billed fees and billing performance, providing regular status updates to Partners and so assisting the Finance function to deliver their billing and credit control roles.
• Maintain accurate records and data for reporting, tracking, and audit purposes, ensuring good filing practices and supporting ongoing performance improvements in the billing process.

Client Matter Administration

• Manage client onboarding and matter opening process, engaging with the Business Acceptance team.
• Oversee and monitor the creation and maintenance of engagement letters, including ongoing reviews of matters.
• Oversee and report fee-earner time recording status, highlighting if time is missing.

Person Specification:

• Familiarity with billing systems and financial processes within a law firm.
• Strong organisational skills and rigorous attention to detail.
• Ability to build rapport and manage relationships across multiple teams and with clients while managing competing priorities.
• Excellent communication skills, both written and verbal.
• Problem-solving abilities and ability to work independently. Ability to work under pressure to meet tight deadlines and handle multiple tasks.
• Numerate and commercial. Proficiency in Outlook, Word, Excel and PowerPoint.

Here at Simmons & Simmons

Simmons & Simmons is a place where dynamic minds thrive. Our culture is built on work that matters, you will work on inspirational and thought-provoking projects, using your influence to create positive impact for our clients, society and the planet. We also ensure that everyone’s voice is heard from day one, irrespective of job title, qualification, or background. You’ll be encouraged to have an enquiring mind and share ideas that can drive the firm forward. Through innovative learning and development opportunities, you will be provided with a platform to excel, enabling you to exceed your career ambitions and do things you never thought were possible.

Key Highlights:

• Competitive compensation package, including bonuses, private medical insurance, and pension contribution.

• A global skills academy offering extensive learning opportunities for all employees.

• A hybrid working model, requiring a minimum of three days in-office, subject to role and client needs.

• Integration of traditional legal expertise with innovative Simmons & Simmons Solutions.

• Recognition as a Stonewall Top Global Employer and a Top 75 Employer for Social Mobility.

• Vibrant social and sports committees, as well as art collections featuring renowned artists.

• The introduction of a Strategic Advisory Council to drive strategic initiatives in line with our mission.

Equal opportunities

We are dedicated to fostering an inclusive environment, offering equal employment opportunities across all spectrums of race, ethnicity, religion, age, disability, sexual orientation, gender identity, and more. Flexible working arrangements are supported, and we strive to make our roles accessible to all. Our employee networks offer additional support, detailed in our D&I Information booklet provided during the recruitment process.

We value diversity and encourage applications from those who are passionate and willing to grow with us, even if not all requirements are met. Your unique experiences and perspectives are welcomed here.

For more information or to apply, please contact our Recruitment Team or visit our career page.