We are seeking a highly organized, detail-oriented, and client-focused Billing & Administrative Specialist to support our attorneys, clients, and administrative team. This unique dual role combines legal administrative support with billing and office operations responsibilities, making it an excellent opportunity for someone who enjoys variety, takes pride in producing accurate work, and thrives in a professional law firm environment.
The ideal candidate is someone who loves organizing information, pays close attention to even the smallest details, values strong client relationships, and approaches their work with honesty, accountability, and initiative.
Why You'll Be Successful in This Role
You are someone who:
- Wants to learn and expand their knowledgebase
- Is skilled at keeping systems, files, calendars, and processes organized.
- Has exceptional attention to detail
- Is confident and professional when raising questions, identifying issues, or suggesting improvements.
- Demonstrate honesty, accountability, and transparency, especially when addressing challenges or mistakes.
- Can work independently while collaborating effectively with attorneys, staff, and clients.
Key Responsibilities
Billing
- Serve as a primary support resource and backup for the Billing/Office Coordinator.
- Assist with legal billing, invoicing, accounts receivable, and billing-related administrative functions.
- Review invoices for accuracy and ensure client-specific billing requirements are met.
- Respond to client billing inquiries promptly, professionally, and courteously.
- Assist with file opening, file maintenance, and file closing procedures.
- Participate in special projects and administrative initiatives as assigned.
Legal Administrative Support
- Prepare, edit, format, and proofread legal documents, correspondence, reports, pleadings, and discovery materials.
- Maintain both electronic and physical legal files in accordance with firm procedures and attorney preferences.
- Update pleading indexes and organize case-related documentation.
- Save, scan, and manage correspondence, emails, and legal records within document management systems.
- Provide case management support and assist with tracking deadlines and matter status.
- Draft routine correspondence that is accurate, professional, and grammatically correct.
- Compile information from multiple sources for reports and special projects.
- Assist with client communications and inquiries.
- Maintain attorney calendars, schedules, appointments, and deadlines.
- Coordinate travel arrangements and related logistics.
- Provide backup support to attorneys, paralegals, and other administrative staff as needed.
- Exercise sound judgment and work independently when handling routine responsibilities and priorities.
Qualifications & Skills
- High school diploma or equivalent.
- Strong organizational and time-management skills.
- Exceptional attention to detail and commitment to accuracy.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Professional, client-service-oriented demeanor.
- Ability to maintain confidentiality and exercise discretion.
- Dependable, reliable, and accountable work ethic.
- Proficiency with:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Legal billing and timekeeping software
- Document management systems
Preferred
- Law firm or legal industry experience.
- Previous billing experience.
Benefits
- Health, Dental and Vision Insurance
- 401K contributions
- Holidays
- PTO
Benefits:
- 401(k) matching
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
Experience:
- Legal Billing: 1 year (Preferred)
Work Location: In person
