NO RECRUITERS.

Full-Time | Monday-Friday, 9:00 a.m.-5:00 p.m. |

In Person Only Qualifications:

Bachelor's Degree or equivalent work experience At least 2 years of experience in a similar role at a law firm We are a small New Jersey law firm seeking a reliable, organized, and personable full-time Legal Administrative Assistant / Billing & Real Estate Coordinator. This is an important client-facing position within our office. You will often be the first person a prospective client speaks with when contacting the firm and the last person a client interacts with when a matter is completed . Strong communication skills, professionalism, follow-through, and attention to detail are therefore essential. The position primarily involves billing and collections, client intake, administrative support, real estate transactions, file management, and scheduling . This is a fully in-person position. There is no hybrid or remote availability. Primary ResponsibilitiesBilling and Accounts Receivable Prepare regular reports for attorneys regarding all open client matters, including billing status, outstanding balances, retainers, and other information needed to manage the firm's files. Prepare client invoices and submit them for attorney review as necessary. Send invoices and billing correspondence to clients. Monitor outstanding balances and follow up with clients regarding payment. Maintain accurate billing and payment records. Communicate professionally with clients regarding invoices, retainers, balances, and payment arrangements as directed. Follow up consistently on outstanding accounts and maintain organized records of collection efforts. Client Intake and Telephone Responsibilities Serve as the primary person answering incoming telephone calls to the firm. Check and respond to firm voicemail throughout the day. Speak with prospective clients and obtain detailed information regarding their legal issue. Prepare clear and thorough intake notes so attorneys and senior staff have the information necessary to evaluate the matter. Follow up with prospective clients when additional information or documentation is needed. Coordinate follow-up intake calls with attorneys or senior staff. Communicate professionally and comfortably with clients, prospective clients, attorneys, court personnel, realtors, title companies, and other third parties. Direct calls and messages appropriately while exercising good judgment regarding urgency and confidentiality. Administrative and File Management Prepare and send engagement letters and related new-client documentation. Prepare and send closing letters when matters are completed. Open new matters and maintain client information using Clio . Create and organize digital client files using Dropbox and the firm's established filing system. Create and maintain physical files when necessary. Ensure documents, correspondence, and client information are properly saved and organized. Collect documents and information requested by attorneys and senior staff. Draft and proofread routine correspondence. Assist with general office administration as needed. Real Estate Transactions Assist attorneys with residential real estate transactions from initial intake through closing. Communicate with clients, opposing counsel, realtors, title companies, and other parties involved in the transaction. Obtain contracts, attorney-review correspondence, riders, addenda, and other transaction documents. Monitor attorney-review and other contractual deadlines. Follow up with clients and third parties regarding outstanding documents, information, inspections, deposits, mortgage commitments, and other transaction requirements. Coordinate the ordering of title searches and related title work. Assist in preparing attorney-review riders, addenda, and other routine real estate documents under attorney supervision. Maintain organized real estate files and track outstanding items through closing. Help ensure attorneys are advised of approaching deadlines and unresolved issues. Scheduling and General Client Coordination Schedule client meetings, telephone conferences, consultations, and follow-up calls for attorneys and senior staff. Coordinate scheduling for non-litigation matters. Follow up with clients when appointments or additional information are needed. Maintain accurate calendar entries and communicate scheduling changes promptly. Help ensure that matters do not fall through the cracks by following up on outstanding tasks and deadlines. What We Are Looking For Reliability is extremely important in this position. Because this individual is responsible for client communication, billing, intake, deadlines, and ongoing administrative matters, we are looking for someone who takes ownership of their responsibilities and follows tasks through to completion.

The ideal candidate will:

Be dependable and punctual. Have excellent verbal and written communication skills. Be personable, professional, and comfortable speaking with people on the telephone. Be comfortable discussing billing and following up with clients regarding outstanding balances. Be highly organized and able to manage multiple matters and competing priorities. Have strong attention to detail. Be able to work independently while also functioning well as part of a small team. Take ownership of assigned responsibilities rather than waiting to be reminded about routine tasks. Be comfortable asking questions when clarification is needed. Make a reasonable effort to locate information or determine the answer to routine questions before immediately asking someone else. Know when an issue requires attorney or senior staff involvement rather than attempting to answer a legal question independently. Be able to communicate effectively with attorneys, coworkers, clients, prospective clients, realtors, title companies, and other professionals. Be comfortable learning and using technology. Maintain strict confidentiality regarding all client and firm information. Experience working in a law firm, professional office, billing/accounts receivable position, client-service role, or real estate practice is preferred. New Jersey real estate experience is particularly helpful, but we are willing to consider candidates with transferable experience and the ability to learn. Experience with Clio, Dropbox, and Mac/Apple computers is a plus. Candidates who have not used these systems must be comfortable learning new technology quickly. Schedule Monday-Friday, 9:00 a.m.-5:00 p.m. This is a full-time, in-office position. Paid lunch No regularly scheduled overtime No remote or hybrid availability Compensation $35,000-$56,000 per year, depending on experience and qualifications. Benefits Paid time off Separate paid sick time Paid lunch The firm does not currently provide group health or dental insurance . We are presently exploring alternatives that may assist full-time employees with health-insurance costs, but no health-insurance benefit is guaranteed at this time. Applying Please submit both a resume and cover letter . Because communication skills and personality are particularly important for this position, the cover letter gives us an opportunity to learn more about you beyond your resume. In your cover letter, please tell us briefly why you believe you would be a good fit for a small law firm where you would have significant responsibility for client communication, billing, intake, and keeping matters organized. In-Person Position Only. No Hybrid or Remote Availability.

NO RECRUITERS!

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Job Type:

Full-time Pay:

$35,000.00 - $56,000.00 per year

Benefits:

Paid sick time Paid time off

Work Location:

In person