Firm Administrator

Role Overview

We are seeking an experienced Law Firm Administrator to join our team on a full-time basis, bringing over five years of expertise in operational management, executive assistance, and bookkeeping within a legal environment.

Primary Duties

• Oversee complex scheduling including coordinating meetings, travel plans, and prioritizing appointments for lawyers and firm leadership.
• Prepare, edit, and organize various legal and administrative documentation such as correspondence, presentations, and confidential reports with meticulous accuracy.
• Act as the central liaison for staff, clients, vendors, and external counsel, upholding confidentiality and professionalism.
• Manage firm-related meetings, special projects, and board functions by handling agenda creation, logistics, and ensuring follow-up on action items.
• Support daily operational activities including expense management, invoice processing, record keeping, and assisting with administrative and executive projects.
• Maintain and administer bookkeeping for the firm and affiliated entities using QuickBooks Online.
• Perform account reconciliations to ensure accurate financial records for both operating and trust accounts.
• Collaborate with tax advisors, financial institutions, and external service providers as required.
• Compile and prepare financial reports for partner review and decision making.
• Manage firm payroll processing when applicable based on candidate experience.

Candidate Requirements

• A minimum of five years' relevant experience in firm administration, bookkeeping, and executive assistance.
• Exceptional organization, time management, and multitasking capabilities.
• Excellent communication skills, both written and verbal.
• High professionalism, discretion, and thorough attention to detail.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting software.
• Ability to manage competing priorities effectively in a dynamic environment.
• Experience providing support to multiple executives or attorneys is advantageous.
• Associate's or Bachelor's degree preferred, or an equivalent mix of education and experience.
• Direct experience in law firm financial operations including trust/IOLTA accounting, settlement management, and legal billing is highly desirable.
• Advanced skills in QuickBooks Online and Microsoft Excel.
• Familiarity with lien resolution and Medicare Secondary Payer compliance is a strong plus.