Billing Administrator

Part-Time Operations & Legal Billing Coordinator

DUMBO, Brooklyn | In person

Preferred schedule: Tuesday–Thursday, 9:30 a.M.–5:30 p.M.

Compensation: [Insert approved hourly range]

A small law firm in DUMBO, Brooklyn is seeking an experienced Office Manager / Legal Billing Coordinator to manage billing, client payments, and day-to-day office needs.

The most important part of this position is getting accurate invoices out on time. We’re looking for someone who notices when a billing rate doesn’t match, catches a typo before a client sees it, and follows through on every requested revision. You should be comfortable with technology, able to prioritize requests from several attorneys, and willing to handle the everyday tasks that keep a small office running.

You’ll work directly with three partners and coordinate with the firm’s outside bookkeeper in a friendly, collaborative office.

What you’ll do

Billing and client accounting

• Manage the monthly billing cycle and prepare invoices as requested using Caret Legal.
• Review invoices for typos, unclear abbreviations, inconsistent descriptions, and incorrect billing rates.
• Coordinate partner review, complete requested revisions, and send finalized invoices.
• Open new matters and track signed engagement letters and retainer payments.
• Record incoming payments and apply them to the correct client matters and invoices.
• Coordinate with the outside bookkeeper to resolve payment questions and maintain accurate records.

Receivables and payments

• Review aging reports and keep track of outstanding invoices.
• Send professional follow-up emails according to the firm’s procedures and each partner’s preferences.
• Escalate billing disputes or collection concerns to the appropriate partner.
• Deposit checks using the office’s check scanner, send checks and wires, and approve bill payments prepared by the bookkeeper under firm procedures.
• Review and pay credit card statements, making sure eligible expenses are assigned to the correct clients.

Office and vendor management

• Coordinate with outside vendors, including IT, printer/scanner support, cleaning, telecom, security, and property management.
• Manage building visitor registrations and electronic access schedules.
• Collect, scan, and distribute mail, and arrange shipping when needed.
• Order office and cleaning supplies and keep the pantry and refrigerator stocked.
• Respond to daily office requests and follow through until they are resolved.

What we’re looking for

• Previous law firm experience, ideally involving billing, accounting support, or office administration.
• Meticulous attention to detail and a consistent habit of checking work before it goes out.
• Strong proofreading skills and clear, professional written communication.
• Comfort with legal practice management software, Excel, online banking, and vendor and building portals.
• Good judgment about when to follow up, when to ask a question, and when to involve a partner.
• The ability to work independently and adapt to different working styles.
• Discretion when handling confidential client and financial information.

Experience with Caret Legal is helpful but not required. Real estate law firm experience is a plus.

Schedule and work environment

The preferred schedule is Tuesday, Wednesday, and Thursday from 9:30 a.M. to 5:30 p.M., in the firm’s DUMBO office. Some schedule flexibility may be considered for the right candidate.

The firm offers a friendly, collaborative atmosphere, including a weekly team lunch. This position is well suited to someone who enjoys taking ownership of billing and office responsibilities while working a part-time schedule.

To apply

Please submit your resume and a brief note describing your law firm billing or office management experience and your availability.