About the Role
Our busy law firm is seeking a detail-oriented, highly organized Legal Administrative Assistant to serve as the operational backbone of our office. This role combines front-office administration, legal calendaring, document management, and client billing support. You'll work directly with attorneys, case leads, and clients and be trusted with time-sensitive and confidential matters every day. The ideal candidate is a self-starter who can juggle multiple recurring workflows, communicate clearly with clients and team members, and keep meticulous records without being micromanaged.
KEY RESPONSIBILITIES
Front Office & Client Communication
- Answer incoming calls from clients and opposing counsel; route calls to the appropriate team member or take detailed messages and relay them promptly by email
- Process client payments over the phone (trust and operating accounts)
- Handle client billing inquiries and disputes: take detailed notes, answer questions, and escalate to the team for guidance when needed
- Update the office voicemail for holidays, closures, and other notices
Calendaring & Case Support
- Calendar hearings and related deadlines in our practice management software (Clio); send confirmation emails to the team and hearing notices to clients
- Track attorney instructions and follow-up items, and re-calendar as needed
- Prepare trial binders: print, compile, and organize documents and exhibits per attorney instructions; coordinate delivery before hearings and handle post-hearing return
Mail & Document Management
- Open, scan, rename, and save incoming mail to client folders (SharePoint); distribute to the team and forward to clients when instructed
- Prepare and send all outgoing mail; handle printing and mailing jobs on a set weekly schedule
- Coordinate with our attorney service for court filings: receive, scan, and organize incoming documents; prepare outgoing documents for pickup; maintain the service log and calendar any resulting deadlines
- Monitor the client portal for uploaded documents; download, rename, and redact as needed, and distribute to the team
Billing & Accounting Support
- Run the monthly billing cycle: generate and audit prebills, send invoices and trust requests to clients, save bills to the file, and produce billable time reports for firm leadership
- Input attorney and staff time entries into Clio weekly
- Monitor and log incoming payments (trust, invoice, cash, and check)
- Set up and maintain client payment plans, including sending DocuSign agreements and configuring recurring payments in Clio
- Log and reconcile credit card charges, check requests, and vendor invoices; post costs to client matters
- Follow up with clients on outstanding balances by phone and email; assist with balancing the trust account
- Maintain ledgers, the master client list, and billing/cost reports (with redaction as needed)
Other Administrative Duties
- Draft promissory notes and route them for signature via DocuSign
- Assist with opening and closing client files
- Support the team with miscellaneous administrative projects as assigned
QUALIFICATIONS
Required
- 2+ years of administrative experience, preferably in a law firm or professional services office
- Strong proficiency with Microsoft Office, especially Excel and Word
- Excellent phone etiquette and written communication skills
- Exceptional attention to detail and ability to follow multi-step procedures accurately
- Ability to handle confidential information with discretion
- Strong organizational skills and the ability to manage recurring deadlines independently
Preferred
- Experience with Clio or similar legal practice management software
- Familiarity with legal billing, trust accounting, or bookkeeping
- Experience with DocuSign, SharePoint, and document scanning/management
- Knowledge of court filing procedures
Benefits
How to Apply: Submit your resume and a brief cover letter describing your relevant administrative or legal experience.
Pay: $23.00 - $25.00 per hour
Benefits:
- 401(k) matching
- Opportunities for advancement
- Paid sick time
- Paid time off
Work Location: In person
