Legal Administrative Assistant/Office Manager

Job Description

Job Description

Our client, a successful law firm, is seeking a Legal Administrative Assistant/Office Manager in Rochester, New York. This role is ideal for someone who can create a welcoming client experience while providing strong administrative and legal support to attorneys. The position combines office coordination with document preparation, court filing support, and assistance with transactional and motion-related matters.

Location: Rochester, NY

Schedule: In Office M-F

Salary: $50,000 - $75,000 (depending on experience) + amazing benefits

Responsibilities:

• Open and close the office on a daily basis and ensure the office is maintained in a professional, organized, and client-ready condition.
• Serve as the primary point of contact for clients, courts, vendors, and visitors by answering and directing phone calls, responding to routine emails, and providing general assistance.
• Receive, review, distribute, and process incoming mail, deliveries, and legal correspondence.
• Prepare, review, proofread, and distribute correspondence, legal documents, pleadings, and closing materials.
• Assist attorneys with litigation and transactional matters, including drafting, formatting, organizing, and filing legal documents with courts and government agencies.
• Support motion practice by preparing exhibits, assembling filings, coordinating service, and maintaining filing records.
• Assist with real estate and other closings by preparing closing packages, reviewing documents, coordinating signatures, and tracking post-closing requirements.
• Monitor case calendars, court dates, filing deadlines, and other critical dates to ensure timely compliance.
• Maintain and organize client files, case records, and document management systems, ensuring accuracy and confidentiality.
• Conduct basic legal and factual research and gather information needed to support attorneys in active matters.
• Coordinate with clients, opposing counsel, courts, title companies, and other third parties regarding case and transaction-related matters.
• Schedule payments of invoices, firm expenses, and other accounts payable obligations.
• Record attorney time entries and maintain accurate billing records.
• Prepare client invoices and assist with billing and accounts receivable functions.
• Arrange for the delivery, service, and receipt of legal documents, packages, and other materials.
• Track, record, deposit, and reconcile client and firm payments, including checks.
• Provide general administrative and paralegal support to attorneys and the firm as needed, including special projects and case management responsibilities.

Requirements:

• 2+ years of legal admin/office manager experience in a law firm (litigation experience is a PLUS)
• Excellent written and verbal communication skills with a professional and client-focused demeanor.
• Ability to work independently, exercise sound judgment, and maintain confidentiality of sensitive information.
• Proficiency with Microsoft Office Suite, including Word, Outlook, Excel, and Adobe Acrobat.