Legal Billing & Operations Coordinator (with Additional Administrative Duties)

Job Title: Legal Billing & Operations Coordinator (with Additional Administrative Duties) Location: Midtown East
Reports to: Finance Committee & COO
Status: Non-exempt, part-time (with potential to go full-time), in-office Tuesdays, Wednesdays, Thursdays (10 a.m. – 5 p.m.) THIS IS NOT A REMOTE POSITION
Salary: $30 per hour

Position Summary

We are seeking a highly organized and detail-oriented Legal Billing & Operations Coordinator to support our team with both financial and administrative tasks.

The ideal candidate will have a minimum of 5 years of bookkeeping experience, with strong proficiency in a time entry platform such as Lean Law, QuickBooks, Microsoft Excel, PowerPoint, and Word. Mandarin speaking and writing skills are a plus.

Key Responsibilities

Bookkeeping & Finance Support

• Manage day-to-day bookkeeping tasks using QuickBooks
• Prepare and send client invoices accurately and on schedule
• Monitor accounts receivable and follow up on outstanding payments
• Assist with billing processes and expense tracking
• Review and edit pre-bills in a timely manner
• Submit invoices through electronic billing systems (Lean Law)
• Handle billing discrepancies or disputes
• Communicate with attorneys regarding time entries and billing matters
• Manage client billing guidelines and ensure compliance
• Report on billing metrics for management

Time Entry & Administrative Coordination

• Enter and maintain attorney and staff time records in Lean Law to ensure accuracy and timeliness
• Conduct periodic reviews of time entries to verify billing integrity and compliance
• Support attorneys and staff with questions related to timekeeping or billing entries

Client Onboarding & Relationship Support

• Oversee the administrative aspects of new client onboarding, including collecting client confidential information, setting up new matters in Lean Law, QuickBooks and the firm’s client Shared Drive
• Coordinate with attorneys to finalize and send out engagement letters via DocuSign and retainer requests via Lean Law
• Ensure all required client documentation is complete, accurate, and properly filed
• Communicate with clients to facilitate a smooth onboarding experience and address initial billing or administrative questions
• Maintain accurate records of client data and billing arrangements

Scheduling & Office Support

• Schedule and coordinate internal and external calls, meetings, and Zoom calls for the Partners and the COO
• Maintain shared calendars and ensure timely communication of meeting logistics
• Provide administrative support to firm leadership as needed

Qualifications

• Minimum 5 years of bookkeeping experience, preferably in a professional services or legal environment
• Intermediate knowledge of Lean Law, QuickBooks, Excel, PowerPoint and WORD.
• Exceptional attention to detail and strong organizational skills
• Ability to handle sensitive information with discretion
• Professional demeanor and excellent communication skills
• Self-starter who can work independently and manage multiple priorities

Education

• Associate degree required; four-year degree preferred

Job Type: Part-time

Pay: $30.00 per hour

Expected hours: 24 per week

Education:

• Associate (Required)

Experience:

• Bookkeeping: 5 years (Required)

Location:

• Manhattan, NY 10022 (Preferred)

Work Location: In person