Administrative/Billing Assistant

Job Description

Job Description

BLACK & GRAF, PLLC

We Mean Business

Las Vegas, Nevada

About Black & Graf, PLLC
Black & Graf, PLLC is a Las Vegas-based law firm known for responsive, business-minded legal counsel. We're looking for a polished, detail-driven Administrative/Billing Assistant to serve as the first point of contact for our clients and visitors while managing our billing cycle and supporting day-to-day office operations.

Position Summary
This is a non-exempt position that reports to the Billing Manager , with ultimate accountability to the Firm Administrator . This role covers the front desk and serves as the first point of contact for clients and visitors, in addition to owning the client billing cycle and providing broader administrative and operations support across the firm. It is a distinct, higher-scoped role rather than a traditional administrative assistant position, reflecting its billing and administrative responsibilities.

Schedule: Full-time, 40 hours/week, 8:00 am to 5:00 pm. 

Key Responsibilities

Front Desk & Client Services

• Serve as the firm's first point of contact at the front desk 
• Answer, screen, and direct incoming calls on the firm's multi-line phone system; take and route messages
• Check the firm calendar to prepare conference rooms for client visits; book conference rooms as requested 
• Sort and distribute incoming mail to the appropriate legal assistant or attorney 
• Route client payments to the billing manager; correctly distinguish trust account payments (e.g., retainers) from operating account payments applied to invoices
• Log IT, phone, and copier/printer issues and maintenance requests, and coordinate with the appropriate vendor

Billing & Financial Support

• Prepare, review, and process monthly pre-bills and final client invoices; edit per attorney instruction and distribute by email or mail per client preference
• Enter client costs into appropriate matters (research platforms, court filing fees, postage, delivery/courier charges)
• Upload new matters into Papercut bi-weekly

Document & File Management

• Prepare, scan, and copy documents, correspondence, and other client/matter materials
• Maintain closed files for storage and destruction in accordance with the firm's retention policy

Administrative & Operations Support

• Maintain office, kitchen, and paper/toner/ink supply inventory; place orders and restock as needed
• Provide general administrative support: data entry, proofreading, and recordkeeping
• Maintain and manage the Firm Birthday list, including tracking dates and coordinating birthday and office celebrations
• Maintain and manage the Firm Directory, ensuring attorney and staff contact information stays current and accurate 

Marketing & Event Coordination

• Maintain the firm's networking and events calendar; send monthly reminders to attorneys of upcoming events
• Keep a log of attorney interest and attendance at events

Other Duties

• Perform notary services 
• Other duties as assigned

Qualifications

• 1–3 years of experience in an administrative, front-office, or legal support role; law firm experience strongly preferred
• Professional, polished, and welcoming presence for greeting clients and visitors in person and by phone
• Excellent verbal and written communication skills, with the ability to interact professionally with clients, attorneys, and staff in person, by phone, and by email. 
• Experience with multi-line phone systems and general office equipment
• Prior billing or bookkeeping experience; working knowledge of legal practice management/billing software (CosmoLex experience a plus)
• Intermediate to advanced proficiency in Microsoft Excel, Microsoft Word, and Adobe Pro
• Strong attention to detail and ability to manage deadlines across front-desk, billing, and administrative priorities
• Ability to work independently with minimal supervision while collaborating with the billing and operations team
• Notary certification, or willingness to obtain, preferred
• High school diploma required; associate's or bachelor's degree in accounting, business, or a related field preferred

Compensation & Benefits

Pay Range: Starting at $40,000/yr 

(Actual pay will depend on experience. This position is open and continuous until a hire is selected.)

Classification: Non-Exempt

Benefits:

• Paid time off 
• Paid firm holidays
• Medical, Dental, Vision, Life, and AD&D insurance
• 401(k) with firm match