Law Firm Billing & Accounting Coordinator (Part-Time)

About the Firm

The 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—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 Overview

This 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:

• Accurate and timely client billing
• Proper trust accounting and reconciliation across NJ (IOLTA) and NY (IOLA)
• Clean bookkeeping and financial records in QuickBooks across the firm and Suite.Legal

Secondary responsibilities include payroll processing, vendor payments, financial reporting support, and coordination of finance-related communications.

Key ResponsibilitiesBilling & Revenue Cycle

• Manage the full billing cycle using Clio Manage—from attorney time-entry follow-up through invoice delivery.
• Review attorney time entries and prepare draft invoices.
• Finalize invoices including adjustments, write-downs, and payment plans.
• Send bills and monitor collections activity.
• Follow up on outstanding invoices using aging reports and established collection workflows.

Trust / IOLTA / IOLA Accounting

• 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).
• 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).
• Manage transfers between trust, retainer, and operating accounts with strict adherence to each state's recordkeeping requirements.
• Maintain audit-ready trust-account documentation at all times. Trust accounting errors in either jurisdiction can result in bar discipline—this function requires precision and experience.

Bookkeeping & Financial Records

• 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.
• Reconcile all bank, credit card, and line of credit accounts monthly.
• Record financial transactions and maintain clean ledgers.
• Assist with month-end close preparation.
• Produce basic financial reports (P&L, cash flow, A/R aging) for firm leadership.

Suite.Legal Entity Bookkeeping

• Maintain books for Suite.Legal, LLC, the firm's affiliated passthrough entity that manages the office lease and sublets space to other attorneys.
• Track sublease income, lease payments, and related expenses in QuickBooks.
• Reconcile Suite.Legal accounts and assist with any reporting required for the entity.

Accounts Payable & Payroll

• Manage vendor payments using Melio; track bills and payment schedules.
• Process payroll using Gusto, ensuring accuracy, timeliness, and compliance.

Financial Reporting & Dashboard Monitoring

• 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.

Finance Communications

• Monitor and manage finance-related email communications.
• Respond to billing or payment inquiries during scheduled working hours.
• Coordinate with attorneys and staff on billing or financial questions.

Required Qualifications

• 3+ years of experience in law-firm billing, accounting, or financial operations within a professional services firm.
• 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.
• Practical experience with Clio Manage (or a comparable legal practice management/billing system) for timekeeping, billing, and trust accounting.
• Strong proficiency with QuickBooks Online, including reconciliations and basic financial reporting.
• Experience with accounts receivable and collections coordination.
• Strong organizational skills and attention to financial detail.
• Ability to work independently, manage multiple priorities, and communicate clearly with attorneys, staff, and clients.

Preferred Qualifications

• Prior experience working in a law firm environment.
• Experience managing books for multiple related entities.
• Experience with trust accounting across multiple jurisdictions (NY and NJ in particular).
• Experience using Melio or similar AP payment systems.
• Experience with Gusto payroll.
• Comfort working with financial reporting tools such as Power BI.
• Experience creating or following documented billing, trust accounting, or financial workflow SOPs.

Position DetailsHoursApproximately 20–25 hours per weekEmployment TypeW-2 employeeScheduleFlexible—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

• Flexible part-time schedule—set your own hours within Eastern time business hours.
• Remote-friendly work structure.
• 401(k) / retirement plan.
• Potential path to full-time as the firm grows.

How to Apply

Please 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.com

Pay: $40.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Opportunities for advancement
• Paid sick time
• Paid time off

Work Location: Remote