Law Firm Account Manager / Administrator

Job Description

Job Description

Law Firm Account Manager

Location: Los Angeles, CA
Salary: Competitive, commensurate with experience

Direct Counsel is seeking a Law Firm Account Manager to join a boutique transactional real estate law firm in Los Angeles. This position will oversee the firm's day-to-day financial operations and administrative functions, working directly with the Managing Partners in a firm of approximately 15 attorneys. The firm focuses exclusively on transactional real estate matters and does not handle litigation.

This is a hands-on role well suited for an experienced law firm accounting and operations professional who can independently manage financial processes while also serving as a key administrative resource to firm leadership.

ResponsibilitiesFinancial Operations & Accounting

• Manage all banking activities, including monthly bank reconciliations, deposits, wires, ACH transactions, and partner draws.

• Maintain the firm's general ledger and prepare financial reports.

• Manage accounts payable and accounts receivable functions.

• Process vendor invoices and weekly A/P check runs through PC Law.

• Process client payments, post receipts to client files, and reconcile client accounts.

• Monitor outstanding receivables and communicate directly with clients regarding balances, statements, e-billing, and collections.

• Process client refunds and write-offs with appropriate attorney and Managing Partner approval.

• Manage year-end collections and financial close activities.

• Prepare and provide monthly and year-end financial reports to the firm's outside CPA/accounting firm.

• Maintain attorney financial spreadsheets and reconcile applicable accounts on a quarterly basis.

• Track charitable contributions and other firm financial obligations.

Billing & Collections

• Oversee monthly client billing processes, including pre-bills and accounts receivable aging reports.

• Review new matter listings and ensure client addresses and billing rates are accurate.

• Coordinate annual rate changes and update rates in PC Law.

• Manage e-billing and special billing requirements and maintain current client billing procedures.

• Coordinate closing bills at the direction of attorneys, including ensuring appropriate time and costs are captured.

• Communicate directly with clients regarding outstanding balances and collection matters.

Payroll & Benefits Administration

• Process semi-monthly payroll through Paychex, including salary changes, reimbursements, direct deposit updates, address changes, and 401(k) elections.

• Process payroll-related reconciliations and payments for non-equity partners and attorneys compensated based on hours.

• Reconcile quarterly payroll and supplemental tax postings.

• Track employee vacation, sick time, and other time-off balances.

• Post payroll and related financial information to PC Law.

• Manage 401(k) contribution reporting, including preparing spreadsheets, submitting information to Empower, and reconciling quarterly reports.

• Maintain Flexible Spending Account records and reconcile contributions and payments.

• Coordinate employee insurance administration and work with insurance brokers on renewals and coverage changes.

Human Resources & Administrative Operations

• Report directly to the Managing Partners and assist with the firm's human resources functions.

• Manage employee relations matters and coordinate employee benefits, health insurance, vacation, sick time, and payroll-related information.

• Maintain employee and attorney administrative records.

• Coordinate with firm leadership regarding staff responsibilities, performance, and administrative needs.

• Communicate and implement approved changes to staff responsibilities and procedures.

• Serve as a liaison between employees, attorneys, Managing Partners, and outside service providers.

Technology & Vendor Management

• Oversee and coordinate administrative programs and technology platforms, including PC Law, NetDocuments, LexisNexis, website services, managed IT services, and AI tools.

• Recommend technology purchases, upgrades, and system improvements to firm leadership.

• Monitor office and vendor contracts, including copier, telephone, postage, legal research, document management, and other service agreements.

• Track contract renewal dates and advise the Managing Partners regarding renewals, pricing, and alternative providers.

• Coordinate with the firm's IT consultant regarding monthly charges, onsite visits, equipment purchases, and maintenance.

• Ensure equipment purchases receive appropriate Managing Partner approval.

• Track technology and service renewal dates and maintenance costs.

Insurance, Compliance & Firm Administration

• Coordinate the firm's professional liability, cyber, health, disability, life, and other insurance programs with the firm's insurance broker.

• Manage policy renewals, coverage changes, and employee/attorney additions or removals.

• Administer partner insurance reimbursements and related accounting through BeniComp.

• Track and manage California Bar, Los Angeles County Bar, and other professional membership dues.

• Prepare annual 1099s and obtain W-9s from new vendors.

• Coordinate year-end financial reporting and documentation for the firm's CPA/accounting firm.

• Assist with annual reporting, attorney compensation information, K-1 review, and year-end general ledger close.

• Track important deadlines related to industry rankings and recognition programs, including Best Law Firms, Chambers, and Super Lawyers.

• Assist with other financial and administrative projects as directed by the Managing Partners.

Qualifications

• Experience in law firm accounting, financial operations, or professional services administration .

• Strong understanding of accounts payable, accounts receivable, billing, collections, payroll, general ledger accounting, and bank reconciliation.

• Prior experience working with law firm accounting and billing systems; PC Law experience is strongly preferred .

• Experience with Paychex, Empower, or similar payroll and retirement administration platforms is a plus.

• Familiarity with law firm technology and administrative systems, including document management and legal research platforms.

• Strong proficiency with Microsoft Excel and financial reporting.

• Excellent organizational skills and attention to detail.

• Ability to manage confidential financial, employee, and client information with discretion.

• Strong communication and interpersonal skills, including the ability to communicate directly with clients.

• Ability to work independently, prioritize competing responsibilities, and exercise sound judgment.

• Comfortable working directly with firm leadership in a small, hands-on environment.

• Experience supporting a transactional law firm or other professional services organization is preferred.

Compensation & Benefits

• Competitive compensation commensurate with experience.

• Opportunity to work directly with firm leadership in a close-knit, boutique environment.

• Broad responsibility across accounting, finance, HR, technology, and firm administration.

• Key operational role with significant autonomy and visibility within the organization.