Law Office Administrator/Coordinator

1 month ago

Pittsburgh PA United States Ellen Freeman Immigration Law Group, PLLC Full time

This is a newly-created position that is critical to the operational management of our busy and well-recognized business immigration law firm, overseeing daily administrative duties and ensuring that clients are served in a timely, professional manner.


Principal (Essential) Duties

1.      Work collaboratively with Managing Partner to oversee office operations, including the following areas:

·     Accounting (legal billing using QuickBooks OnLine, including Legal Tracker, A/P, A/R, collections, budgeting, etc.)

·     IT-related duties which may include acting as an office resource for Microsoft Suite, Cerenade, NetDocuments, telephone system and other software and government databases

·    Payroll and HR-related duties which may include staff oversight, training, workflow management, vacation schedules and daily time entry, selection of vendors, policy updates, coordinating performance discussions, onboarding/departure, employee relations, etc. Monitor, track and approve staff PTO requests, attendance, call-offs, etc.

·     Marketing and practice development support, including in-person support at events

·     General Office Support such as responsible for copiers, printers and FedEx account; mailings; monitoring and ordering office supplies; selecting menus and ordering food for office events.

2.      Interact, consult and assist in selection process of third-party service providers such as accountants, payroll service, building management, recruiters, IT consultants, etc.

3.      Respond to prospective clients’ questions regarding firm services and fees.

4.      Prepare various types of written communications, correspondence and documentation.

5.      Manage firm calendar and appointments, tracking filing deadlines, appearances, meetings and travel schedules.

6.      Maintain a professional and positive work environment by facilitating communication and information sharing.

7.      Adhere to and support legal and ethical standards for law firm management and to ensure client confidentiality.

8.      Communicate directly with corporate clients or governmental agencies.


Secondary Duties

Work as part of a team and assist coworkers and clients, as needed.

Demonstrate an interest in learning about law firm management and business immigration law practices.


1.              Excellent verbal and written communication skills.

2.              Ability to interact with diverse client base in a professional and service-oriented manner.

3.              Advanced computer skills and comfortable learning new software programs. Experienced user of Microsoft Office Suite, QuickBooks and databases.

4.              Comfortable wearing different hats, assuming different responsibilities and assisting others as the need arises.

5.              Strong organizational skills and detail-oriented approach to work.

6.              Ability to prioritize workload and deal with stress in a fast-paced work environment. Effective under pressure and high-volume situations with multiple priorities and deadlines.

7.              Analytical thinking and problem-solving skills.

8.              High level of confidentiality.

9.              Excellent verbal and written communication skills.

10.           Ability to interact with diverse client base in a professional and service-oriented manner.

11.           Advanced computer skills and comfortable learning new software programs. Experienced user of Microsoft Office Suite, QuickBooks and databases.

12.           Comfortable wearing different hats, assuming different responsibilities and assisting others as the need arises.

13.           Strong organizational skills and detail-oriented approach to work.

14.           Ability to prioritize workload and deal with stress in a fast-paced work environment. Effective under pressure and high-volume situations with multiple priorities and deadlines.

15.           Analytical thinking and problem-solving skills.

16.           High level of confidentiality.


1.      Minimum of 2 years of administrative office experience in a supervisory capacity.

2.      Law firm or professional services environment experience or familiarity with the USCIS processes considered a plus.

3.      Experience using QuickBooks and Microsoft Office Suite required. 

4.      Legal training or paralegal education considered a plus.

Cultural awareness training, experience working with people from outside the U.S. and/or foreign language skills considered a plus.


                                                                                                                                                                      

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