Law Firm Administrator/Bookkeeper

Essential Duties and Responsibilities: Firm Administration & Operations Manage the firm’s day-to-day administrative operations. Coordinate operations across the firm’s remote workforce and office/virtual-office locations. Maintain administrative records, directories, vendor and office information, policies, forms, and operational resources. Manage administrative requests and ensure timely follow-through. Coordinate firmwide administrative communications and updates. Support employee onboarding and offboarding with leadership, HR/PEO, IT, and service providers. Coordinate ordering, assignment, tracking, return, and replacement of equipment and supplies. Maintain the firm’s intranet and centralized administrative resources. Track recurring administrative activities, renewals, filings, vendor reviews, and firm obligations. Identify opportunities to improve processes, controls, documentation, and efficiency. Bookkeeping & Financial Administration Perform day-to-day bookkeeping and maintain accurate financial records. Record and categorize routine financial transactions. Manage accounts payable, including invoice review, coding, approvals, and timely payment. Support accounts receivable, including recording payments, monitoring balances, and follow-up. Review and process employee reimbursements for documentation, business purpose, policy compliance, and approvals. Reconcile bank and credit card accounts and investigate discrepancies. Maintain supporting financial documentation. Assist with monthly close and provide documentation to the Controller and/or CPA.Prepare routine financial and administrative reports for leadership. Assist with cash management and monitor upcoming payment obligations. Maintain records supporting tax preparation, audits, insurance renewals, and budgeting. Coordinate with the Controller, CPA, payroll provider, and other financial professionals. Support financial controls and approval processes. Escalate unusual transactions, discrepancies, or financial concerns appropriately. Vendor Management & Liaison Serve as the firm’s primary administrative liaison for vendors and service providers. Maintain a centralized vendor directory including contacts, services, contract terms, renewal dates, and billing information. Coordinate vendor onboarding and required documentation. Complete and manage client compliance forms. Route contracts and significant changes to leadership for review and approval. Review vendor invoices against contracts, proposals, and agreed pricing and investigate discrepancies. Monitor vendor performance, responsiveness, service issues, and outstanding requests. Coordinate vendor meetings and communication with firm stakeholders. Track contract expirations and renewals and provide advance notice to leadership. Assist with competitive proposals and vendor evaluations. Coordinate vendor system access and termination with IT when applicable. Maintain agreements, insurance certificates, confidentiality agreements, security documentation, and other required records. Escalate service, billing, security, contractual, or performance concerns as appropriate. Employee Expenses, Credit Cards & Purchasing Administer employee expense reimbursements and review documentation, business purpose, coding, and approvals. Monitor compliance with the firm’s Travel & Expense Policy and other applicable policies. Administer firm credit cards and maintain cardholder, limit, and transaction records. Review credit card activity and follow up on missing receipts or questionable transactions. Coordinate routine purchasing and maintain required approvals. Assist employees with expense and purchasing questions. Identify recurring expenses and opportunities for consolidation or savings. HR & Employee Administration Serve as an administrative liaison with the firm’s PEO, benefits providers, payroll provider, and HR-related vendors. Coordinate employee onboarding, including forms, system access, equipment, benefits information, and firm resources. Coordinate the annual employee review process. Coordinate employee separations and required offboarding activities. Maintain confidential employee administrative records. Assist with employee census information, payroll changes, benefits administration, and routine HR administration. Track holidays, administrative deadlines, and employee-related information. Route sensitive employee matters to the appropriate Partner, PEO/HR professional, or legal resource. Technology & Systems Administration Experience with Quick Books Online, Clio, Excel, Microsoft 365, and cloud-based business tools preferred. We are a technology-first environment and value individuals who embrace new systems and ways of working. Develop and maintain a strong understanding of the firm’s software and technology platforms. Serve as an internal resource for routine system and workflow questions. Troubleshoot common software/user issues and escalate to IT or software vendors when needed. Coordinate technology onboarding and offboarding with the firm’s MSP and software providers. Maintain records of software subscriptions, licenses, users, renewals, and vendor contacts. Assist with implementation, testing, training, and adoption of new systems. Promote consistent use of firm systems, procedures, and technology. Risk, Compliance & Records Maintain business licenses, insurance policies, vendor agreements, subscriptions, and other administrative records. Coordinate and track state-mandated employee training. Track renewals and coordinate timely submission of required information. Support implementation and administration of firm policies and procedures. Maintain confidentiality of employee, client, financial, and firm information. Follow cybersecurity, data privacy, records-retention, and confidentiality requirements. Coordinate administrative requests related to insurance renewals, audits, and compliance reviews. Escalate legal, ethical, financial, cybersecurity, HR, or compliance matters appropriately.

Knowledge, Skills & Abilities: Strong bookkeeping and business administration experience. Working knowledge of accounts payable, accounts receivable, bank and credit-card reconciliation, expense reimbursement, and general ledger processes. Strong organizational, project-management, vendor-management, and relationship-management skills. Exceptional attention to detail and accuracy. Ability to independently manage multiple priorities and follow assignments through completion. Excellent written and verbal communication skills. Strong service orientation and ability to work effectively with attorneys and professional staff. Sound judgment and discretion with confidential financial, employee, client, and firm information. Ability to identify discrepancies, investigate issues, and appropriately escalate concerns. Ability to develop, document, and improve administrative processes. Strong proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and Share Point. Proficiency with accounting and expense-management software. Ability to learn firm software, troubleshoot routine issues, and adapt quickly to new technology. Comfortable working in a technology-driven, fully remote professional environment.

Education & Experience: Bachelor’s degree in business administration, accounting, finance, or a related field preferred; equivalent relevant experience considered. Minimum five years of progressive administrative, bookkeeping, office-management, or professional-services experience. Law firm or professional-services experience strongly preferred. Demonstrated bookkeeping experience, including accounts payable, reconciliations, expense administration, and financial recordkeeping. Experience coordinating multiple vendors and service providers. Experience with accounting software and Microsoft 365.Experience supporting a remote or multi-state workforce preferred. A willingness to embrace technology—not work around it—is essential for success in this position.