Office Manager - Law Firm Experience

Job Description

Job Description

Benefits:

• Healthcare Reimbursement
• EAP
• 401(k)
• 401(k) matching
• Free food & snacks
• Opportunity for advancement
• Paid time off
• Employee discounts

Zoecklein Law P.A. is a Florida-based law firm focused on probate, estate planning, Medicaid planning, and trust and estate litigation. We are a client-centered, growth-oriented firm committed to delivering high-level legal services with professionalism, accountability, and clear communication. Our team operates with a strong sense of ownership and collaboration, and we are continuing to expand across Florida.

POSITION SUMMARY:
Zoecklein Law P.A. is seeking a proactive, organized, and client-focused individual with prior law firm experience to oversee billing and collections, bookkeeping coordination, marketing coordination, and a small intake team. The ideal candidate understands how a law firm operates, is comfortable managing employees and financial workflows, and can resolve operational issues independently while keeping leadership informed. This position is full-time, in-office, and located in Brandon, FL.

KEY RESPONSIBILITIES:
• Oversee daily office operations and coordinate administrative support across the firm.
• Oversee billing and collections, including invoice accuracy, outstanding balances, payment arrangements within approved guidelines, and timely follow-up.
• Maintain accurate financial records and coordinate bookkeeping activities, accounts payable, accounts receivable, and bank and credit card reconciliations.
• Manage a small intake team, ensuring prompt responses to prospective clients, accurate CRM records, and consistent consultation follow-up.
• Coordinate approved marketing initiatives, vendors, projects, and deadlines.
• Maintain and improve office procedures, reporting tools, and workflows.
• Provide leadership with regular updates on collections, intake performance, staffing concerns, and operational priorities.
• Handle confidential client, employee, and financial information responsibly.

REQUIRED QUALIFICATIONS:
• Prior law firm experience is required, with a working understanding of legal office operations, attorney and staff coordination, client confidentiality, and legal billing processes.
• Previous office management or supervisory experience, including assigning work, coaching employees, and addressing performance concerns.
• Relevant experience in billing, collections, bookkeeping, or financial operations.
• Working knowledge of accounts receivable, accounts payable, and bank and credit card reconciliations.
• Proficiency with bookkeeping software, Excel, CRM platforms, and legal practice management systems.
• Strong written and verbal communication skills.
• Excellent attention to detail, organization, and follow-through.
• Ability to manage competing priorities, exercise sound judgment, and resolve problems independently.
• Ability to discuss payment concerns professionally and maintain positive client relationships.
• Confidence enforcing firm procedures and holding employees accountable while maintaining a professional, collaborative workplace.

PREFERRED QUALIFICATIONS:
• Experience managing operations in a growing or multi-location law firm.
• Familiarity with PracticePanther, and bookkeeping platforms.
• Experience managing intake, sales support, or client service teams.
• Experience coordinating marketing projects, vendors, or campaigns.
• Experience using reporting dashboards and workflow automation.
• Associate or bachelor’s degree in business administration, accounting, finance, or a related field, or equivalent practical experience.

Zoecklein Law P.A. is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status under applicable law. Zoecklein Law P.A. participates in E-Verify. All newly hired employees will be required to complete Form I-9 and the verification process upon hire.

NO AGENCIES PLEASE!