Administrative Assistant / Billing & Collections Coordinator - Metcalfe & Atkinson, LLC

Job Summary

Job Overview:

We are seeking an organized and detail-oriented individual to join our small, dynamic law firm as an Office Administrative Assistant/ Billing & Collections Coordinator. In this role, you will be responsible for overseeing various aspects of office administration, including billing, collections, client intake, filing, reception duties, vendor management, and overall office organization. The ideal candidate will have experience in legal office management, a strong understanding of billing and collections processes, and a proactive approach to managing office operations in a fast-paced environment.

Key Responsibilities:

Billing & Collections:

Prepare and process client invoices in a timely and accurate manner.

Ensure all billing practices comply with the firm’s policies and legal standards.

Monitor outstanding client balances and manage collections efforts.

Work with clients to resolve any billing discrepancies or disputes.

Provide regular billing reports to managing attorneys and partners.

Client Intake & Reception:

Handle initial client intake by gathering necessary information and documentation.

Schedule consultations and appointments for attorneys and clients.

Greet clients and visitors, ensuring a positive and professional experience.

Answer phone calls and emails, directing inquiries to the appropriate staff members.

Filing & Documentation:

Organize, manage, and maintain client files, both physical and digital, in accordance with firm policies and legal requirements.

Assist attorneys with case preparation by ensuring all relevant documents are filed correctly and efficiently.

Ensure that all client communications, contracts, and legal documents are properly stored and accessible.

Vendor Management:

Maintain relationships with external vendors, including office supply companies, IT support, and other service providers.

Handle the procurement of office supplies and equipment as needed.

Oversee vendor invoicing and ensure timely payments.

Office Administrative Assistant:

Manage daily office operations, including maintaining a clean and organized work environment.

Order and restock office supplies and equipment as necessary.

Coordinate office maintenance, including repairs and general upkeep.

Ensure compliance with office policies and procedures.

Perform routine daily courier duties including bank deposits, post office and other deliveries, and courthouse filings.

Qualifications:

Previous experience in office administration, legal administration, or a similar role within a law firm or professional services setting.

Strong knowledge of legal billing practices, collections procedures, and office administration.

Proficient in Microsoft Office Suite, legal billing software (e.g., Clio, Timeslips), and office equipment.

Excellent organizational skills and attention to detail.

Strong communication and interpersonal skills.

Ability to multitask, prioritize, and manage competing demands in a fast-paced environment.

A high level of discretion and confidentiality is essential.

High school diploma required; associate's degree or higher preferred.

Must have own transportation to assist with courthouse filings, bank deposits, and post office needs.

Additional Skills & Attributes:

Ability to work independently and take initiative.

Strong problem-solving abilities and a customer-oriented mindset.

Experience with legal software, accounting software, and client management tools is a plus.

Previous experience in collections or client relationship management is highly desirable.

Employees are expected to dress in professional business attire to align with client expectations.

Benefits:

Competitive salary based on experience.

Paid time off (PTO).

Opportunity for professional development and growth within the firm.

How to Apply:

Please send your resume and cover letter to legalmafirm@gmail.com. Be sure to include a brief description of why you're a good fit for this role and how your experience aligns with the responsibilities outlined above.

This position offers an exciting opportunity to be a key player in a growing law firm, and we are looking for a candidate who is ready to take on diverse responsibilities and help streamline our operations. If you are highly organized, reliable, and eager to contribute to a team-oriented work environment, we would love to hear from you.

Job Type: Full-time

Benefits:

Paid time off

Professional development assistance

Retirement plan