Administrative Assistant / Office Assistant
Location: Philadelphia, PA
Position Type: Part-Time
Small law firm is seeking a highly organized and detail-oriented Administrative Assistant to join our team. This position is ideal for a self-starter who enjoys interacting with clients and keeping operations running smoothly.
The successful candidate will serve as the first point of contact for clients, assist with administrative and bookkeeping functions, and provide general office support. We are looking for a dependable professional with a strong attention to detail.
Responsibilities
Client and Office Administration
- Answer incoming telephone calls and professionally communicate with clients, prospective clients, tenants, vendors, and other third parties.
- Conduct initial intake calls with prospective clients and gather necessary information.
- Prepare fee agreements, engagement letters, and other routine documents.
- Process client payments and maintain accurate payment records.
- Schedule appointments and manage calendars as needed.
- Maintain and organize electronic and physical files.
- Perform general administrative and clerical duties to support daily office operations.
Bookkeeping and Financial Administration
- Handle day-to-day bookkeeping in QuickBooks Online with support from an outside accountant.
- Enter vendor bills and process check and electronic payments.
- Process client payments (credit card, cash, and check); record deposits; and apply payments to customer invoices in QuickBooks Online.
- Process payroll.
- Maintain customer and vendor records in QuickBooks Online.
- Assist with bank and credit card reconciliations by gathering supporting documentation and researching discrepancies.
- Monitor accounts receivable and accounts payable and follow up on outstanding balances as needed.
Qualifications
- Prior administrative or office experience preferred.
- Experience working in a law office, real estate office, or other professional setting.
- Experience with QuickBooks Online or bookkeeping is preferred, but we are willing to train the right candidate.
- Strong organizational skills and attention to detail.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office, Google Workspace, and general computer applications.
- Ability to prioritize tasks and work independently.
Compensation: $20-$24 per hour, depending on experience.
Interested candidates should submit a resume and a brief cover letter describing their relevant experience.
Pay: $20.00 - $24.00 per hour
Experience:
- Office: 2 years (Preferred)
Location:
- Philadelphia, PA 19102 (Preferred)
Ability to Commute:
- Philadelphia, PA 19102 (Preferred)
Work Location: In person
