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The Law Office of Barry E. Janay, P.C.

About the FirmThe Law Office of Barry E. Janay, P.C. is a boutique law firm serving clients across New York and New Jersey in estate planning, real estate, business law, bankruptcy, collections, and aviation law.The firm currently includes three attorneys and a growing team, supported by a modern technology stack including Clio Manage, QuickBooks Online, Power BI, Gusto, and Melio.We are seeking a detail-oriented finance professional to manage the firm's billing, trust-account compliance across two jurisdictions, and bookkeeping workflows&mdash;including books for an affiliated entity, Suite.Legal, LLC, which manages the firm's office lease. This is a hands-on execution role, ideal for someone experienced in law-firm billing and accounting who can maintain accurate financial operations independently in a small professional services environment.Role OverviewThis role owns the day-to-day financial operations of the firm and an affiliated entity (Suite.Legal, LLC), including billing, collections coordination, trust-account reconciliation across New York and New Jersey, and bookkeeping. The position is execution-focused rather than strategic and is best suited to someone comfortable working independently and maintaining structured financial processes in a boutique firm environment.You'll report directly to the firm's Managing Attorney and work alongside a small team of attorneys and an operations/technology lead.Primary priorities:<ul><li>Accurate and timely client billing</li><li>Proper trust accounting and reconciliation across NJ (IOLTA) and NY (IOLA)</li><li>Clean bookkeeping and financial records in QuickBooks across the firm and Suite.Legal</li></ul>Secondary responsibilities include payroll processing, vendor payments, financial reporting support, and coordination of finance-related communications.Key ResponsibilitiesBilling &amp; Revenue Cycle<ul><li>Manage the full billing cycle using Clio Manage&mdash;from attorney time-entry follow-up through invoice delivery.</li><li>Review attorney time entries and prepare draft invoices.</li><li>Finalize invoices including adjustments, write-downs, and payment plans.</li><li>Send bills and monitor collections activity.</li><li>Follow up on outstanding invoices using aging reports and established collection workflows.</li></ul>Trust / IOLTA / IOLA Accounting<ul><li>Own trust-account compliance for the firm across two jurisdictions: New Jersey (IOLTA, Rule 1:28A) and New York (IOLA, Rule 1.15 of the NY Rules of Professional Conduct).</li><li>Perform monthly three-way reconciliations between bank trust accounts, Clio trust ledger, and client matter balances across two trust accounts (one NJ IOLTA, one NY IOLA).</li><li>Manage transfers between trust, retainer, and operating accounts with strict adherence to each state's recordkeeping requirements.</li><li>Maintain audit-ready trust-account documentation at all times. Trust accounting errors in either jurisdiction can result in bar discipline&mdash;this function requires precision and experience.</li></ul>Bookkeeping &amp; Financial Records<ul><li>Maintain accurate books in QuickBooks Online across two banking relationships: seven accounts at the primary bank (operating, two retainer, two trust) plus a checking account and line of credit at a secondary bank, along with two credit cards.</li><li>Reconcile all bank, credit card, and line of credit accounts monthly.</li><li>Record financial transactions and maintain clean ledgers.</li><li>Assist with month-end close preparation.</li><li>Produce basic financial reports (P&amp;L, cash flow, A/R aging) for firm leadership.</li></ul>Suite.Legal Entity Bookkeeping<ul><li>Maintain books for Suite.Legal, LLC, the firm's affiliated passthrough entity that manages the office lease and sublets space to other attorneys.</li><li>Track sublease income, lease payments, and related expenses in QuickBooks.</li><li>Reconcile Suite.Legal accounts and assist with any reporting required for the entity.</li></ul>Accounts Payable &amp; Payroll<ul><li>Manage vendor payments using Melio; track bills and payment schedules.</li><li>Process payroll using Gusto, ensuring accuracy, timeliness, and compliance.</li></ul>Financial Reporting &amp; Dashboard Monitoring<ul><li>Use existing Power BI dashboards to review financial metrics (A/R trends, billing activity, collections performance). Comfort reading dashboards is required; building them is a plus but not expected.</li></ul>Finance Communications<ul><li>Monitor and manage finance-related email communications.</li><li>Respond to billing or payment inquiries during scheduled working hours.</li><li>Coordinate with attorneys and staff on billing or financial questions.</li></ul>Required Qualifications<ul><li>3+ years of experience in law-firm billing, accounting, or financial operations within a professional services firm.</li><li>Minimum 2 years of hands-on trust/IOLTA accounting experience, including three-way reconciliations and compliance with state bar trust rules. Multi-state trust accounting experience (particularly NY and NJ) is strongly preferred. This is non-negotiable.</li><li>Practical experience with Clio Manage (or a comparable legal practice management/billing system) for timekeeping, billing, and trust accounting.</li><li>Strong proficiency with QuickBooks Online, including reconciliations and basic financial reporting.</li><li>Experience with accounts receivable and collections coordination.</li><li>Strong organizational skills and attention to financial detail.</li><li>Ability to work independently, manage multiple priorities, and communicate clearly with attorneys, staff, and clients.</li></ul>Preferred Qualifications<ul><li>Prior experience working in a law firm environment.</li><li>Experience managing books for multiple related entities.</li><li>Experience with trust accounting across multiple jurisdictions (NY and NJ in particular).</li><li>Experience using Melio or similar AP payment systems.</li><li>Experience with Gusto payroll.</li><li>Comfort working with financial reporting tools such as Power BI.</li><li>Experience creating or following documented billing, trust accounting, or financial workflow SOPs.</li></ul>Position DetailsHoursApproximately 20&ndash;25 hours per weekEmployment TypeW-2 employeeScheduleFlexible&mdash;Eastern time business hoursLocationRemote, Hybrid, or In-Person (Livingston, NJ)CompensationUp to $65,000/year for part-time hoursReports ToManaging AttorneyGrowthRole may expand to full-time as the firm growsBenefits<ul><li>Flexible part-time schedule&mdash;set your own hours within Eastern time business hours.</li><li>Remote-friendly work structure.</li><li>401(k) / retirement plan.</li><li>Potential path to full-time as the firm grows.</li></ul>How to ApplyPlease submit your resume and a brief cover letter describing your experience with law-firm billing systems, QuickBooks, and trust/IOLTA/IOLA reconciliations. If you have multi-state trust accounting experience, please highlight that. Let us know your preferred weekly hours and work arrangement (remote, hybrid, or in-person).Learn more about us at https://lobej.comPay: $40.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Opportunities for advancement</li><li>Paid sick time</li><li>Paid time off</li></ul>Work Location: Remote

Law Firm Billing & Accounting Coordinator (Part-Time)

Join The Law Office of Barry E. Janay, P.C. and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

The Law Office of Barry E. Janay, P.C.

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Law Firm Billing & Accounting Coordinator (Part-Time)