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Administrative Coordinator

2 months ago

Melbourne, Florida, United States High Stack Gordon Full time
Job Overview

High Stack Gordon, a distinguished personal injury law firm in Florida, is looking to expand our team in Melbourne, Florida. We are in search of an Administrative Coordinator who will play a crucial role in the management of our office operations.

The selected candidate will oversee billing, bookkeeping, and accounting functions utilizing QuickBooks. This position is integral to the daily operations of the firm, serving as a primary contact for clients and vendors while collaborating closely with attorneys and paralegals to ensure smooth workflows. The Administrative Coordinator will report directly to the Senior Partner and owner of the firm.

We prefer a full-time commitment, but part-time arrangements may be considered for the right individual. Compensation will be competitive and commensurate with experience and expertise.

Key Responsibilities:

  • Generate client invoices and process payments through QuickBooks.
  • Manage office expenses and oversee accounts payable.
  • Assist in organizing records for our external accountant under the guidance of the senior attorney.
  • Conduct data entry for client expenses in billing and accounting systems.
  • Ensure the accuracy of the general ledger and the IOLTA Attorney Trust account.
  • Document all transactions from the trust account.
  • Reconcile bank statements regularly.
  • Facilitate bank deposits.
  • Process payroll bi-weekly using ADP.
  • Support three attorneys in managing their schedules and assist with client communications.
  • Oversee the office facility, including vendor communications, contract management, and maintenance of office equipment and software.
  • Maintain employee records, assist in onboarding new hires, and support the leadership team with interviews and performance reviews.
  • Manage annual filing obligations for attorneys.
  • Provide analysis and reporting to the leadership team, including monthly financial reports.
  • Administer the firm's insurance policies and employee leave.
  • Collaborate with the firm's accountant to prepare annual 1099 forms.
  • Assist the receptionist and administrative team as needed.
  • Uphold established office policies and procedures to promote consistency and efficiency.

Qualifications:

  • A minimum of 2 years of bookkeeping experience in a legal or professional services environment is required.
  • Proficiency in MS Office suite, particularly Word and Outlook, as well as QuickBooks is essential.
  • A paralegal certification is advantageous.
  • Familiarity with personal injury case management software such as FileVine or Client Profiles is a plus.

Work Schedule:

Full-time position with an 8-hour shift, Monday to Friday.

About Us

For over 60 years, High Stack Gordon has been a prominent law firm in Florida, specializing in civil advocacy for individuals who have suffered injuries. Our commitment to justice and support for vulnerable clients drives us to assist victims and their families in obtaining fair compensation in civil lawsuits against negligent parties.