As the Assistant Office Manager, you’ll play a critical role in supporting the day-to-day administrative operations of our mid-sized law firm. Working directly with the Office Manager and managing partners, you’ll ensure smooth internal processes, manage administrative reporting, and support the financial and HR functions of the firm. You’ll be a go-to problem solver who thrives on multitasking and interacting across all levels of the firm.
Key Responsibilities:
Assist with monthly billing, including posting client expenses in Timeslips and QuickBooks, and preparing LEDES1998-compliant invoices
Manage accounts payable/receivable and collections, including bank deposits and client trust fund transactions
Maintain vendor relationships, handle inquiries, and ensure invoice accuracy and status tracking
Process expense reimbursements and assist with budgeting
Support onboarding and training of new employees, including documentation and orientation
Help coordinate HR functions and benefits administration
Maintain and manage client and firm records via FileVine
Communicate effectively with firm leadership, attorneys, staff, and vendors
Balance multiple priorities and support various administrative tasks as needed
3–5 years of administrative experience in a law firm or professional services environment
Proven ability to multitask in a fast-paced setting and respond effectively to changing priorities
A team-player mentality, willing to learn and adapt before offering process suggestions
Strong written and verbal communication skills
Highly organized with excellent attention to detail and time management
High level of discretion and professionalism with confidential information
Proficiency in QuickBooks, Microsoft Outlook, Word, and Excel
Experience with Timeslips and/or legal billing software preferred
Familiarity with HR and benefits administration a plus
Positive, collaborative demeanor and comfort interacting across all departments
Why Join Us?
This is a great opportunity for someone looking to step into a high-impact role with the opportunity to grow. You’ll join a respected team, gain exposure to firm operations, and become a trusted right-hand to the Office Manager and firm leadership. We offer a collaborative, stable work environment and are seeking someone who values long-term professional growth.