About the Role A small, established civil practice law firm in Metuchen, NJ, seeks an experienced Legal Assistant & Administrative Coordinator. This role balances front-office administrative tasks, vendor and client billing management, and direct paralegal-level support to attorneys in real estate, estate administration, estate planning, litigation, and bankruptcy matters.

Key Responsibilities Legal Practice Support:

Assist attorneys with estate administration and probate, including drafting legal documents, Surrogate Court filings, tracking milestones, and preparing informal accountings. Draft foundational estate planning documents (Wills, Trusts, POAs, Healthcare Directives) from firm templates. Organize bankruptcy petitions (Chapter 7 & 13) by collecting, auditing, and compiling client financial records, schedules, and assets. Assist with motion preparation, legal drafting support, and certified mailings.

Docketing & Calendaring:

Maintain an accurate master calendar for court dates, real estate closings, filing deadlines, and client consultations. Schedule appointments, consultations, and office meetings as requested.

Billing & Financial Operations:

Track billable hours and expenses for attorneys and staff. Generate and distribute client invoices; address billing inquiries and resolve discrepancies. Manage month-end billing reports and process bi-weekly office vendor payments.

Office & Administrative Management:

Screen incoming calls, serve as a primary representative of the firm, and respond promptly to incoming correspondence. Communicate with external parties as needed on behalf of management to facilitate day-to-day business operations. Manage incoming/outgoing mail, maintain digital and physical filing systems, and dispatch correspondence via USPS, FedEx, UPS, or DHL (includes local facility drop-offs). Manage office supplies, operate multiline phones and office equipment, create master forms, and serve as a liaison for professional associations.

Qualifications & Requirements Education & Experience:

Associate degree (A.A.) or Bachelor's degree preferred; 3 to 5 years of related legal/administrative experience required.

Software Skills:

Proficiency in Microsoft Office (Word, Excel, Outlook) and DocuSign (or equivalent). Familiarity with Rocket Matter and QuickBooks is strongly preferred.

Licensing:

Valid New Jersey Driver's License required. Notary Public preferred (or willingness to obtain licensing upon hire).

Core Competencies:

Strong written and verbal communication, high attention to detail, strict adherence to client confidentiality, and solid common-sense problem-solving ability.

Pay:

$40,000.00 - $55,000.00 per year

Benefits:

401(k) Application Question(s): How do you prioritize your workload when a tight court/closing deadline conflicts with urgent daily office tasks? How many years of experience do you have working in a law firm? Do you hold a valid New Jersey Driver's License and have reliable transportation for local errands (e.g., mail/package facility drop-offs)? As the primary representative screening calls and handling client inquiries, how do you handle an anxious or upset client calling about their case? How would you handle a new referral calling our office to obtain legal representation? Describe your experience with timekeeping, client invoicing, and vendor payment processing in a legal setting. Explain how you would ensure you arrive to work timely each day?

Work Location:

In person