Legal Billing & Administrative Assistant

The successful candidate will work with the Administrative Management team (Co-Managing Partners, Staff Manager, Controller, and Operations Manager) to provide direct administrative and operational support and interact with teams of attorneys, paralegals, and legal assistants in managing complex litigation support efforts. The candidate must be able to exercise discretion and handle tasks relating to billing and finances. The candidate must be able to work in a fast-paced environment and work on multiple tasks at once. The candidate must also be willing and able to work overtime as needed. This position requires a commitment to be in the firm’s Rockefeller Center office on all business days.

PRIMARY DUTIES:

Finance/Billing Support

• Handle monthly billing cycle including but not limited to:
  • Generate prebills for attorney review
  • Capture case-related expenses
  • Update time entries as needed
  • Prepare and distribute client invoices
  • Capture and apply retainers and payments received
  • Compile invoice backup documentation to comply with client invoice specifications and internal records
  • Resolve invoice issues that arise due to unique billing requirements, adjustments or system issues, including indirect and direct rate adjustments
• Manage accounts receivable
• Serve as a point of contact for client communications about billing
• Perform conflict checks
• Open new matters in our billing and document repository systems
• Assist with audits as needed
• Support accounting functions including but not limited to reconciliations, analysis, research and reporting as needed
• Process manual accounting entries where necessary
• Assist in the preparation of financial statements and other internal reports for review and analysis
• Perform additional reconciliation investigation duties in relation to general ledger and accounting process
• Work with Controller and Accountant to analyze and ensure accuracy of information
• Maintain organized physical and digital backups of records

Facilities Support

• Assist with supply management: track inventory, place orders, and maintain stock of office and kitchen supplies
• Support daily kitchen prep: restock beverages and snacks, maintain cleanliness and organization
• Assist with preparing conference rooms, trainings, and firm events with necessary technology and materials for meetings

Staff Support

• Arrange travel itineraries and accommodations, reserve conference rooms, and organize virtual meetings
• Answer multi-line phone system and take messages
• Schedule and coordinate monthly meetings between the Assigning Partners and Associates
• Provide general administrative support and reception coverage as needed

REQUIREMENTS:

• Bachelor's degree
• 1 to 3 years of relevant experience in an accounting process, such as invoicing, general accounting, finance, account reconciliations, and analysis
• Strong communication and interpersonal skills
• Highly organized, strong attention to detail, and adherence to deadlines
• Experience working in a fast-paced, team environment
• Experience supporting billing coordination, office administration, and administrative responsibilities in a professional setting
• Experience supporting more than one department
• Familiarity with office management procedures and basic accounting principles
• Excellent customer service skills with a professional demeanor
• Knowledge of standard office methods and equipment
• Ability to be resourceful and proactive when issues arise
• Multitasking and time-management skills, with the ability to prioritize tasks
• Proficient in Microsoft Products (Word, Excel, Outlook, PowerPoint)
• Proficient with QuickBooks
• Professional discretion and ability to maintain strict confidentiality and handle confidential information