Office Administrator

Job Description
Rosen LTC and ProLegal Discovery Solutions are seeking an experienced Shared Office Administrator to serve as the operational backbone for two integrated legal services firms. This isn't just an administrative role; it is a critical position ensuring the seamless coordination of day-to-day business, client relations, and financial workflows in a high-stakes professional environment.

As the primary point of contact for our Charleston office, you will orchestrate complex administrative tasks ranging from QuickBooks management and billing to the secure handling of confidential legal evidence. We are looking for a trustworthy, detail-obsessed professional who thrives on creating order and delivering exceptional support to both our internal team and our clients.

Core Responsibilities

• Office Operations & Client Relations: Manage the front-of-house experience, including phones, visitors, and general correspondence, while maintaining a professional and organized office environment.
• Financial Support: Drive efficiency in QuickBooks by managing invoices, payments, expense tracking, and client statements.
• Evidence & Materials Logistics: Securely receive, track, and organize sensitive client materials, maintaining strict chain-of-custody protocols for legal evidence.
• Shipping & Delivery Management: Coordinate FedEx/UPS logistics, prepare trial equipment for transport, and manage local errands or pickups as needed.
• Administrative Records: Maintain payroll documentation, commission summaries, and recurring tax/IRA records to support our accounting team.
• Strategic Support: Assist with light marketing projects, LinkedIn updates, and basic website maintenance to support business growth.

Requirements

• Proven experience in office management or high-level administrative support.
• Exceptional attention to detail and a commitment to accuracy.
• Strong technical proficiency, specifically with QuickBooks and Google Workspace.
• Ability to handle confidential financial and legal information with total discretion.
• Reliable transportation and the ability to work in person from our Charleston, SC office.
• Preferred: Experience in legal, consulting, or professional services environments.

What Success Looks Like

The ideal candidate is a proactive problem-solver who notices what needs to be done and takes ownership. Success in the first 90 days includes:

• Mastering core office workflows and maintaining meticulous records.
• Supporting billing and QuickBooks tasks with increasing independence.
• Establishing yourself as the dependable point person for both businesses.

Benefits

• Salary: $50,000 - $60,000 annually, DOE.
• Location: Charleston, SC (In-Office).
• Schedule: Full-time, standard business hours with flexibility for trial needs.
• Reporting: Reports to Alex Rosen.

Please submit your resume and a brief cover letter detailing your experience with billing, office management, and the handling of confidential information.

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