Billing Administrative Assistant - Trademark

ABOUT GOWLING WLG At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other. We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths. Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG. PROFILE The Ottawa office is currently recruiting a Billing Administrative Assistant to coordinate and process all billing-related functions for two to three professionals in the IP (Trademark) department .The successful candidate should be proactive, have a strong work ethic, and the ability to work effectively both independently and as part of a team. This is a contract role with an expected end date of December 2028. RESPONSIBILITIES * Understand clients’ billing requirements * Ensure client contact information is kept current in all systems. * Liaise between the legal and finance teams as required * Provide regular invoicing to clients and process accordingly. * Request and process all pre-bills ensuring accuracy of details, including: * Review and edit text narratives, phase/task codes in dockets for accuracy; * Set fees and/or add details for instructions and reasoning where required; * Prepare cheque and trust requisitions for third party payments, deposits etc. * Make any other necessary amendments/add instructions to prebills and submit to produce invoices. * Review draft invoices and advise the Billing Professional if there are any concerns before they approve. * Receive incoming payments, produce trusts paperwork and refund, as necessary. * Liaise with Billing Coordinators and other members of the Finance teams such as accounts receivable, trust and collections teams as necessary. * Follow up with clients on billing requirements as necessary. * Other duties as required. QUALIFICATIONS * Post Secondary Diploma * Minimum 3 years of experience in an administrative role and/or billing experience. * Exceptional attention to detail. * Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner. * Ability to use discretion when dealing with confidential information. * Capacity to work independently, as well as in a team environment. * Produce a high quality and quantity of work product, occasionally under tight timelines. * Able to prioritize and to redefine priorities when necessary. * Handle stress in a business-like manner. * Knowledge of Microsoft Office Suite with a strong knowledge of Excel. * Bilingualism (French/English) may be required in some offices. BENEFITS/PERKS Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well-being go hand-in-hand. We support your career and life with: * 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance * Benefits coverage for Firm members and their dependents from day one! * 15+ vacation days and hybrid work flexibility * Parental leave top-up for 26 weeks (after 12 months of full-time employment) * Group Retirement Savings Plan with employer match * Financial protection through short & long-term disability, life, accident & critical illness insurance * Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders * Recognition awards, appreciation events, and a supportive, collaborative work culture * Perks and preferred pricing programs, referral bonuses and more The starting range for this role is $50,000 to $55,000. Starting salary will be determined based on an applicant’s individual skills, competencies and unique qualifications. Gowling WLG employees have the potential to exceed this range based on tenure and performance. This position is currently vacant and is open to both internal and external candidates. Gowling WLG is recruiting for this role to support ongoing firm needs and team operations. This employer may use tools within our applicant tracking system that include artificial intelligence–supported features, such as automated candidate matching. These tools do not make hiring decisions; all screening, assessments, and selections are reviewed and completed by human recruiters and hiring managers. Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.

The Billing Administrative Assistant will coordinate and process all billing-related functions for professionals in the IP department. Responsibilities include managing client contact information, preparing and editing pre-bills, processing payments, and liaising with finance and legal teams.

Candidates must hold a post-secondary diploma and have at least 3 years of administrative or billing experience. Strong proficiency in Microsoft Office, particularly Excel, and exceptional attention to detail are required.

• Health insurance • Dental insurance • Mental health coverage • Lifestyle spending allowance • Vacation days • Hybrid work flexibility • Parental leave top-up • Group retirement savings plan • Short-term disability insurance • Long-term disability insurance • Life insurance • Accident insurance • Critical illness insurance • Employee and family assistance program • Guided CBT • Mental health first aid • Recognition awards • Referral bonuses

• Gestion du tempsSouhaitée
• Travail d’équipeSouhaitée
• Résolution de problèmesSouhaitée
• Souci du détailSouhaitée
• Microsoft ExcelSouhaitée
• CommunicationSouhaitée
• Microsoft OfficeSouhaitée
• Saisie de donnéesSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Billing
• Invoicing
• Data entry
• Microsoft Office
• Excel
• Attention to detail
• Communication
• Confidentiality
• Time management
• Problem solving
• Teamwork
• Financial administration
• Trust accounting
• Client relations
• Workplace Inclusivity
• Bilingual (French/English)
• Strong Work Ethic
• Private Networks
• Accounts Receivable
• Applicant Tracking Systems
• Automation
• Deposit Accounts
• Mental Health
• Cognitive Behavioral Therapy
• Critical Illness Insurance
• Loyalty Programs
• Finance
• International Laws
• Mental Health First Aid
• Operations
• Trademarks
• Collections
• Prioritization
• Detail Oriented

• Administrative
• Legal
• Finance & Accounting
• Billing Administrative Assistant
• Billing Clerk (General)
• Accounting and Bookkeeping Clerks
• Billing and Posting Clerks

Formation minimale

Diplôme professionnel

Expérience minimale

3+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine