Office Administrator
2 months ago
High Stack Gordon, one of Florida's oldest personal injury law firms, is seeking to grow our Melbourne, Florida office.
The Office Administrator will be primarily responsible for performing the billing, bookkeeping, and accounting of the firm using QuickBooks. The position also manages and coordinates the day-to-day operations of the entire organization. Duties include acting as a key point of contact for clients and vendors, and working closely with attorneys and paralegals to ensure efficient operations. This position reports directly to the Senior Partner and owner of the firm. The right candidate is solution-focused, natural at customer service, detail-oriented, and an excellent multi-tasker.
A full-time role is preferred, though part-time will be considered for the right candidate. In either case, compensation will be competitive and based upon experience and knowledge.
DUTIES AND RESPONSIBILITIES:
Run client invoices and enter payments using QuickBooks.
Pay office bills and manage accounts payable.
Assist in preparing records for our offsite accountant under the supervision of the firm's senior attorney.
Perform all data entry of client costs in billing and accounting systems.
Maintain the accuracy of the general ledger and the IOLTA Attorney Trust account.
Document all disbursements from said account.
Reconcile all bank account statements.
Make bank deposits.
Submit payroll bi-weekly with ADP.
Support and collaborate with three attorneys to efficiently manage their schedules, and assist with client communications.
Manage on-site facility, including communicating with vendors, maintaining contracts, and overseeing use and service of office equipment, software, and computer hardware.
Maintain personnel files, onboard new employees, support leadership team as needed for interviews and employee reviews.
Manage annual filing requirements for attorneys.
Provide analysis, data reporting, and support to the leadership team, including financial reports on a monthly basis.
Administer the firm’s insurances (health, liability, property, unemployment), and employee leave.
Work with the firm’s accountant to prepare annual 1099 forms.
Fill in for the receptionist and administrative team as needed.
Maintain established office policies and procedures to ensure consistency and efficiency.
SKILLS AND SPECIFICATIONS:
2+ years bookkeeping experience in a law or professional services office environment required.
Working knowledge of MS Office suite products including Word and Outlook and QuickBooks required.
A paralegal certification is a plus.
Knowledge with FileVine, Client Profiles, or other personal injury case management software is a plus.
Schedule:
8 hour shift
Monday to Friday
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