Legal Administrator

Legal Administrative Assistant Position Title: Legal Collector / Administrative Assistant Department: Finance & Administrative Services Employment Type: Full-Time Reports To: Office Manager / Billing Manager Position Summary The Legal Collector/Administrative Assistant is responsible for supporting the firm’s billing and collections process while performing general administrative tasks that keep daily operations running smoothly. This role ensures timely follow‑up on outstanding client invoices, maintains accurate records, and provides excellent internal and external customer service. The ideal candidate is detail‑oriented, organized, and comfortable communicating with clients in a professional and courteous manner. Key Responsibilities Of The Legal Administrative Assistant Collections & Billing Support Monitor accounts receivable aging reports and follow up with clients on outstanding balances. Make collection calls, send reminder notices, and maintain documentation of all outreach. Communicate with attorneys to resolve billing discrepancies, disputes, or client questions. Assist with preparing and sending invoices, including LEDES/e‑billing formats when needed. Track payment commitments and elevate overdue accounts as appropriate. Update financial systems with notes, payment statuses, and follow‑up actions. Administrative Support Answer and route phone calls, greet visitors, and manage general office communications. Maintain client files—electronic and paper—ensuring accuracy, confidentiality, and compliance. Assist with scheduling meetings, preparing correspondence, and drafting basic documents. Support attorneys and staff with administrative projects and day‑to‑day office tasks. Manage incoming mail, file organization, scanning, and data entry. Assist with maintaining office supplies and coordinating vendor services. Required Qualifications 1–3 years of experience in collections, billing, or administrative work (legal environment preferred). Strong communication and customer service skills, especially when handling sensitive financial matters. Proficiency in Microsoft Office (Outlook, Word, Excel). Ability to maintain confidentiality and professionalism. Strong organizational and time‑management skills. Preferred Experience with legal billing software (Aderant, Elite, Clio, Tabs3, etc.). Familiarity with e‑billing platforms (Legal Tracker, CounselLink, etc.). Prior law firm or professional services firm experience. Key Competencies of the Legal Administrative Assistant High attention to detail and accuracy. Comfortable communicating with clients regarding billing and payments. Strong problem‑solving skills. Ability to prioritize multiple tasks in a deadline‑driven environment. Professional, friendly, and reliable demeanor. Work Environment Office environment. Regular collaboration with attorneys, billing staff, and clients. Occasional extended hours during billing cycles or month‑end close. #J-18808-Ljbffr CFS