Billing & Administrative Coordinator (Washington)

Billing & Administrative Coordinator

TrustSphere Legal PLLC
Washington, DC
Full-Time | In Office
Salary: $45,000–$55,000 per year

About the Role

TrustSphere Legal is a growing multi-jurisdictional law firm seeking a motivated and highly organized Billing & Administrative Coordinator for our Washington, DC office.

This is an early-career role combining billing and collections responsibilities with day-to-day administrative and office support.

The primary focus of the position is making sure completed legal work is billed promptly, outstanding balances are followed up on consistently, and payments are collected efficiently. The person in this role will also help keep the DC office organized and support the firm's leadership and attorneys with administrative tasks.

This is a strong opportunity for someone who wants to take ownership, learn quickly, and grow into a larger accounting, operations, or office-management role as the firm expands.

Primary Responsibilities

Billing & Collections

- Prepare and send client invoices
- Make sure completed legal work is billed promptly
- Send payment links and payment instructions
- Monitor outstanding accounts receivable
- Follow up with clients regarding unpaid balances
- Communicate professionally with clients by phone, email, and text when appropriate
- Record and apply incoming payments accurately
- Maintain current records of invoices, balances, and payments
- Monitor accounts by aging, including 30-, 60-, and 90-day balances
- Maintain a consistent collections follow-up schedule
- Identify overdue accounts requiring escalation
- Coordinate with attorneys and staff when billing information is missing
- Prepare simple weekly billing and collections reports for management
- Assist with QuickBooks and basic bookkeeping tasks as needed

Administrative Support

- Assist leadership and attorneys with scheduling and administrative tasks
- Coordinate meetings and appointments
- Help prepare and organize documents and correspondence
- Manage incoming and outgoing mail
- Maintain electronic and physical office records
- Assist with scanning, filing, and document organization
- Coordinate office supplies and general office needs
- Help manage vendors and service providers
- Track receipts and basic office expenses
- Assist with travel, meetings, and event coordination when needed
- Help maintain an organized and professional DC office environment

Operations Support

As the firm grows, this position may also assist with:

- Employee onboarding
- Maintaining internal procedures and checklists
- Coordinating networking and business-development events
- Tracking firm expenses
- Supporting leadership with special projects
- Improving internal administrative processes
- Helping build more efficient billing and collections systems

What We're Looking For

We are looking for someone who is:

- Highly organized and dependable
- Detail-oriented
- Comfortable working with numbers
- Professional and confident speaking with clients
- Comfortable following up repeatedly when necessary
- Able to communicate professionally about outstanding balances
- Strong with written communication
- Comfortable using technology and learning new software
- Able to prioritize competing responsibilities
- Capable of working independently
- Willing to take ownership of tasks and deadlines
- Comfortable working in a fast-growing environment
- Interested in developing into a larger role over time

Experience

Previous experience in any of the following is helpful but not required:

- Billing
- Accounts receivable
- Collections
- Administrative assistance
- Office administration
- Bookkeeping
- Banking or financial services
- Law firms
- Medical billing
- Property management
- Professional services

Experience with QuickBooks, Excel, Google Sheets, Google Workspace, or payment-processing software is a plus.

A college degree is not required.

We care more about intelligence, organization, follow-through, professionalism, and willingness to learn.

What Success Looks Like

A successful person in this role will help the firm:

- Get invoices to clients faster
- Reduce the time between completing legal work and receiving payment
- Prevent receivables from becoming significantly past due
- Maintain consistent contact with clients regarding outstanding balances
- Provide management with accurate visibility into receivables
- Keep the DC office organized and running smoothly
- Reduce administrative work currently handled by attorneys and leadership

Growth Opportunity

TrustSphere Legal is expanding into additional markets, and we expect this role to grow with the firm.

Someone who performs well in this position could eventually grow into positions such as:

- Senior Billing Coordinator
- Billing & Operations Manager
- DC Office Manager
- Accounting & Administrative Manager
- Firm Operations Manager

We are looking for someone who wants more than simply a job and is interested in taking on greater responsibility as the company grows.

Compensation: $45,000–$55,000 per year, depending on experience
Schedule: Full-time, Monday through Friday
Location: Washington, DC — in-office position