Billing Support Assistant

Title: Billing Support Assistant

Location: Leeds

The Position

The Billing Support Assistant provides essential administrative and operational support to the Billing Manager and the wider Billing Team. This role plays a key part in ensuring the smooth and timely preparation of client invoices, maintaining accurate billing records, and supporting compliance with client and firm requirements. The Billing Support Assistant contributes to the overall efficiency and effectiveness of the firm’s billing processes.

Key Deliverables

Billing Administration

• Prepare and format client invoices, ensuring documentation and approvals are complete.
• Maintain accurate billing records and support WIP management to meet budgets and deadlines.

E-Billing & Systems

• Upload invoices to client e-billing platforms and monitor for issues.
• Assist with data entry and updates in finance and billing systems.

Compliance & Documentation

• Ensure billing files are accurate and compliant with firm policies.
• Support audit preparation and monitor adherence to client billing guidelines.

Stakeholder Support

• Respond to routine billing queries from internal teams.
• Liaise with Credit Control to support collections processes.

Continuous Improvement

• Identify opportunities to improve billing workflows.
• Participate in training to enhance knowledge of billing systems and processes.

About You

We’re looking for a commercially aware professional who understands how their role and objectives contribute to the firm’s success and can clearly articulate this connection.

You’re methodical in your approach to planning and problem-solving, using established systems and processes to manage day-to-day challenges and meet deadlines.

Your analytical mindset enables you to collect, validate, and process data under direction, producing accurate reports using standard tools and methods to support informed decision-making.

You’re comfortable working as part of a project team, contributing to improvement initiatives and supporting wider workstreams. You consistently adhere to firm policies, procedures, and operating standards, demonstrating a strong awareness of risk and compliance.

Finally, you bring solid technical knowledge to your role, applying specialist processes, systems, and tools daily to deliver high-quality outcomes.

Key Skills/Experience/Qualifications:

Essential

• Previous experience in an administrative or finance support role.
• Solutions focused with a proactive approach to problem-solving.
• Ability to manage multiple tasks and meet deadlines in a dynamic, process-driven environment.
• Maintains high levels of accuracy and attention to detail.
• Clear and professional communication skills.
• Collaborates successfully within a team environment.
• Proficiency in Microsoft Office, particularly Excel.

Desirable

• Experience in a legal or professional services environment.
• Familiarity with billing or finance systems.
• Knowledge of financial principles and accounting practices.
• Understanding of e-billing platforms and client billing requirements.

About HGF:

HGF Limited is one of Europe’s largest intellectual property specialist firms offering a fully integrated IP solution, bringing over 200 Patent Attorneys, Trade Mark Attorneys and IP Solicitors together to provide a full-service IP solution.

With 25 offices across the UK, Ireland, Germany, Netherlands, France, Switzerland & Austria, HGF’s Patent and Trade Mark Attorneys provide specialist technical and legal advice to blue chip organisations and small to medium businesses across the world. Many of our clients are household names and the work HGF does allows them to protect and exploit their inventions, new products and branding.

Why move to HGF?

• HGF takes a transparent and merit-based approach to your career development and you will have the opportunity to shape your long-term progression.
• We’re a firm with a focus on DEI (Diversity, Equality and Inclusion), with a staff led DEI Focus Group, affinity networks and a DEI Board sponsor
• As a business we have a dedicated Learning and Development team focused on career long development of your skills along with a digital learning platform covering a wide range of content
• Benefits including our award winning enhanced parental leave policy, 27 days holiday, bonus scheme and flexible working

HGF Values

People - People matter. We treat people fairly, with respect and compassion. We foster a friendly, inclusive and enjoyable culture for everyone to prosper in. We invest in our people and offer appropriate coaching and training to assist with development and learning. We promote a healthy work-life balance. Progression is based on merit.

Excellence – We strive to be the best. We pursue excellence in all our individual roles resulting in outstanding legal and technical advice for our clients. Our people are pragmatic, responsive and commercially minded. We do not presume but listen to understand so we can engage proactively and appropriately.

Teamwork – We stand together. We work with our clients to protect their interests, and with each other as a mutually supporting firm. We value, appreciate and listen to others, regardless of role, recognising each individual’s particular blend of talent, skill and experience. We are individually and jointly accountable and take responsibility for our actions and decisions.

Progressive – We innovate. We continually improve our services and processes through understanding, creativity, and investment. We evolve by taking opportunities and adopting new business procedures, unencumbered by historical structures or out-of-date attitudes. As a firm, we have an entrepreneurial spirit, and encourage new thinking in our people.