Patent Controller (Billing Controller) - 18 months contract

Company Overview: 

Dentons is the world's largest law firm, renowned for its commitment to delivering innovative legal solutions to clients around the globe. With offices in over 160 countries and a team of legal professionals dedicated to excellence, Dentons offers a dynamic and inclusive work environment. 

Dentons Business Services EMEA:  

Dentons Business Services EMEA is the operational backbone of Dentons, supporting the world's largest law firm in delivering exceptional service to clients across Europe, the Middle East, and Africa. As a crucial component of Dentons' global network, our EMEA business services team plays a key role in driving efficiency, innovation, and collaboration. 

This role provides billing support to the Patents team in London and Munich and specifically supporting the Patent Account Manager with all aspects of setting up files and billing handling clients with high volume matter portfolios. This will include opening new matters and liaising closely with the billing team in Warsaw ensuring all invoices are raised as per instructions. As this position is dedicated to the UK market, the standard working hours are 9.30 to 17.45 and the UK calendar of bank holidays applies.

Responsibilities:

Matter Opening

• Liaising with Patent Secretaries to arrange for LOE/Client & Fee Agreements to be drafted and distributed to the client.
• Submission of new client / new matter forms using Intapp Open which involves working closely with Conflicts and AML to address any queries that may arise.
• Liaising directly with clients / fee earners to obtain necessary information.
• Submission of Ad Hoc Conflict Searches.
• Ensuring all matters are opened using the correct client details and that the agreed charge out rates are added to the matter for both London and Munich entities.

Billing

• Distributing WIP reports to fee earners within Patent Team in London and Munich to arrange invoices following strict client deadlines, involving direct dealings with Partners / fee earners.
• Reviewing WIP reports by double-checking rates, amending narratives / transferring time or applying write offs (if applicable) before sending clear billing instructions to the Billing Team in Warsaw to raise invoices for both London and Munich entities.
• Ensuring all disbursements are logged against specific task under correct files and liaising with relevant Accounts Payable Team either in UK or Munich if required.
• Checking invoices once received from the Billing Team, to ensure they are correct for forwarding to the client, which also involves preparing manual invoice narratives and summary table as per client requests. Searching for relevant disbursement backups, which must be attached as part of the invoice distribution package.
• Assisting with raising invoices / credit notes.

• Good knowledge and understanding of billing, obtained through work experience in a similar environment. Experience of working in a UK Law Firm (or similar) is not essential for this role.
• Possesses the confidence to deal effectively with fee earners & Partners.
• Good interpersonal and communication skills, both written and verbal.
• Able to priorities and multi-task particularly when working under pressure and to tight deadlines.
• Able to interact positively at all levels and a good team player.
• Methodical approach to work with a strong focus on accuracy.
• Hardworking and enthusiastic approach to work; professional in outlook, attitude and appearance.
• Confident using MS Office, including Word and Excel (minimum intermediate level required).
• Knowledge of the Elite accounts system, and of e-billing systems would be an advantage.
• Basic knowledge of Solicitors' Accounts Rules.
• A good knowledge and understanding of VAT would be an advantage.
• Flexible and prepared to work additional hours at month, quarter and year ends.

Dentons is always looking to invest in the highest-quality talent, recognizing that our success is built on the diverse and unique strengths of each of the members of our Firm. Our team of business services staff play a significant role in the success of Dentons, and we recruit staff into a wide variety of areas. Here, we look for focused, flexible individuals from a variety of backgrounds who are team players. Previous experience within the legal sector is not essential. We want to give everyone the opportunity to develop his or her potential fully and, therefore, provide support, training and encouragement to members of staff at all levels.