Firm Finance Administrative

Position Summary

The Firm Administrator – Finance Operations is responsible for overseeing the Firm's financial operations and billing functions while ensuring the accuracy and integrity of financial reporting, trust accounting, budgeting, and client billing. This role serves as the primary liaison with the Firm's accountants and financial partners and provides operational support to Firm leadership through financial analysis and reporting. In addition, the Firm Administrator serves as a backup resource, reporting into the Office HR Manager for key administrative operations to ensure business continuity.

Key Responsibilities

Financial Operations

• Oversee the Firm's day-to-day financial operations, including accounts payable and accounts receivable.
• Maintain attorney trust accounts and firm operating accounts.
• Complete monthly bank reconciliations for all accounts.
• Prepare monthly attorney commission calculations.
• Develop and maintain the Firm budget.
• Manage all Firm insurance policies.
• Serve as the primary liaison with the Firm's accountants and Clarity.

Billing & Client Accounting (LEAP)

• Manage the complete attorney billing cycle from pre-bills through final invoices.
• Maintain client records and client accounts within Leap.
• Enter client disbursements, copier charges, and billable expenses.
• Review billing entries for accuracy prior to generating pre-bills.
• Process attorney billing revisions and finalizing invoices.
• Distribute monthly billing statements.
• Communicate directly with clients regarding invoices, payments, payment plans, credits, write-offs, balances, and billing corrections.
• Record professional courtesy credits and write-offs within PC Law.

Bookkeeping

• Processing credit card payments.
• Processing bank deposits.
• Dispatch daily deposit and payment of all bills

Reporting & Financial Analysis

Prepare recurring financial and operational reports for the Firm Owners, including:

• Weekly Attorney Assignment Case List.
• Weekly Time Summary Report.
• Monthly Time Summary Report with attorney target-hour analysis.
• Monthly attorney productivity reports.
• Unused retainer reports.
• Accounts receivable reports.
• Monthly and year-to-date profitability reports, including profit and loss comparisons to prior year-to-date performance.
• Maintain Refund Log

Systems Administration

• Maintain employee access within LEAP by adding new employees and removing former employees.

Systems Utilized

• Quick Books
• LEAP
• Microsoft Excel
• Lawmatics
• NOTA- Through M&T for trust account

Role Succession:

Success in this position is demonstrated through:

• Accurate and timely financial reporting.
• Efficient billing and collections processes.
• Well-maintained trust and operating accounts.
• Reliable budget management and financial oversight.
• Timely reporting that supports informed business decisions.
• Effective collaboration with Firm leadership, accountants, and operational partners.

Pay: $75,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have experience with QuickBooks?

Ability to Commute:

• Morris Township, NJ 07960 (Required)

Work Location: In person