Law Firm Office Manager

Job Description

Job Description

We are seeking an experienced, highly organized Law Firm Office Manager to oversee the Firm’s day-to-day financial, administrative, and office operations. This is a hands-on position involving escrow accounting, billing, bookkeeping, payment processing, post-closing administration, vendor management, and team support.

The Office Manager works closely with the Firm Owner and team to ensure financial transactions are processed accurately, internal procedures are followed, administrative deadlines are met, and the office operates smoothly. This position requires exceptional attention to detail, sound judgment, discretion, and the ability to independently manage recurring responsibilities while responding to the changing needs of a busy real estate practice.

Benefits

• Annual raise and bonus structure.

• Paid time off.

• Paid holidays.

• 401(k) contribution equal to 3% of annual salary.

• Health Reimbursement Arrangement through Take Command Health.

Compensation:

$65,000 - $75,000 yearly

Responsibilities:

Escrow and Financial Transactions

• Receive and post all incoming funds, including wires, checks, credit-card payments, and bank transfers.

• Prepare and send escrow receipts and post funds in the Firm’s closing software.

• Enter balance sheets and other required financial information into QuickBooks.

• Print checks and maintain accurate supporting records.

• Create and upload check-register files to Mainstreet Community Bank’s Positive Pay portal.

• Review and verify Positive Pay exceptions in accordance with the Firm’s internal controls.

• Enter and initiate outgoing wires in accordance with the Firm’s wire-transfer procedures.

• Maintain accurate records and supporting documentation for all financial transactions.

Billing, Bookkeeping, and Accounts Payable

• Process monthly billing for legal clients.

• Create and send invoices at the attorneys’ direction.

• Monitor client balances and request additional funds when needed.

• Create and send invoices for prepaid surveys.

• Pay and accurately record Firm invoices, including insurance, lawn care, information technology, utilities, internet, and other operating expenses.

• Review monthly title-underwriter statements to identify invoices that should be paid, disputed, or canceled.

• Review monthly statements from the Firm’s vendors to confirm the accuracy of outstanding invoices.

• Assist with year-end accounting matters and prepare and file Forms.

• Coordinate with the Firm’s accountant, bookkeeper, banking representatives, and other financial professionals as needed.

• Work with the Firm Owner, bookkeeper, accountant, and other financial professionals to oversee the Firm’s financial operations.

• Assist with expense management

• Review vendor invoices, recurring expenses, subscriptions, and contracts for accuracy and cost-effectiveness.

• Monitor billing practices, collections, trust-account procedures, and financial controls.

Closing and Post-Closing Administration

• Review documents for e-recording and submit approved documents to the appropriate recording platform.

• Receive recorded documents, process related payments, and maintain accurate file records.

• Send final closing documents to buyers and sellers through secure email.

• Assist in ensuring post-closing documents and financial records are completed and properly maintained.

Property-Related Administration

• Track and receive monthly collections for home office clients

• Collect and pay applicable property-tax bills for home office clients

• Pay applicable homeowners’ or condominium association fees for home office clients

• Renew and pay county and city business tax receipts and licenses.

• Maintain organized records of collections, payments, renewals, and supporting documentation.

Office and Team Support

• Promote a professional, respectful, collaborative, and client-focused workplace.

• Purchase and maintain office supplies, including coffee, creamers, cups, bottled water, paper products, and other office necessities.

• Organize quarterly team-building events and Lunch & Learn programs.

• Assist with planning the Firm’s annual Christmas party.

• Assist with selecting and ordering gifts for referral sources.

• Track team birthdays and coordinate birthday lunches or other acknowledgments.

• Assist with answering incoming telephone calls when needed.

• Support the Firm Owner and team with other reasonable administrative and operational needs.

• Help maintain an organized, professional, welcoming, and efficient office environment.

Qualifications:

• At least five years of relevant experience in law firm administration, bookkeeping, accounting, title and closing operations, or a comparable professional-services environment.

• Prior experience handling financial transactions, accounts payable, billing, or escrow-related responsibilities.

• Strong working knowledge of QuickBooks and Microsoft Office.

• Experience with legal practice-management or real estate closing software is strongly preferred.

• Experience with bank portals, Positive Pay, wire transfers, e-recording, and secure document delivery is preferred.

• Exceptional attention to detail and commitment to accuracy.

• Strong organizational, time-management, and follow-through skills.

• Ability to manage recurring deadlines and multiple responsibilities with limited supervision.

• Sound judgment and the ability to handle confidential client, employee, and financial information with discretion.

• Clear, professional written and verbal communication skills.

• Ability to work collaboratively while taking individual ownership of assigned responsibilities.

• Willingness to assist with responsibilities outside the position’s routine duties when reasonably needed to support the Firm and its clients.

About Company

About Us

The Metka Law Firm, P.A. is an award-winning boutique real estate law firm serving the Central Florida community. We are a close-knit team known for accuracy, collaboration, and exceptional service. Our clients trust us because we combine deep legal knowledge with a warm, supportive approach, and our team works together to deliver a consistently high level of care.