Office Administrator  

Austin, Texas, boutique Family Law Firm seeks experienced full-time Office Administrator to support our legal team. Our busy practice demands a professional who is reliable, detail-oriented, discreet, flexible and who possesses strong verbal and written communication skills.  

The Office Administrator is an essential team member and must be able to manage multiple projects and priorities. This is a full-time, in person position and applicants must:

·       Be proficient with Windows-based operating systems including Microsoft® Word, Outlook and Excel and Adobe Acrobat 

·       Experience with Coyote Analytics, Clio or comparable integrated billing and accounting systems strongly preferred

·       Should have a strong background in accounting, including financial statements, journal entries and payroll reporting. Experience with QuickBooks required

·       Be familiar with the operation of standard office equipment such as faxes, copy machines, printers and scanners

·       Work between the hours of 8:30 a.m. to 5:30 p.m. Monday through Friday

·       Maintain a reliable vehicle and insurance

·       Have a working cell phone

·       Be able to work at computer equipment for extended periods

·       Be able to sit for extended periods

·       Be able to lift 50 pounds

Primary duties include:

·       Manage daily administrative operations of the firm and assist in the planning and management of the firm’s annual budget

·       Assist with onboarding new hires and document management of employee files

·       Pay vendor invoices, maintain facilities and assist with office supplies and oversee other expenses necessary for the day-to-day operations of the firm

·       Maintain multiple electronic filing systems for accounts payable, accounts receivable and human resources

·       Preparation of client bills in Coyote, including entry of time, running, balancing and distributing reports; making changes to data based on input from others; generating and emailing bills; saving documents to the network

·       Manage all client payments and bank deposits

·       Quality assurance for consultations: verify conflicts have been run and payments received

·       Data entry, record keeping and reconciliation of all transactions for 9 firm credit cards

·       Assist with reconciliation of 10 firm bank accounts

·       Set up new clients in Coyote, including setting up codes in copier

·       Allocate and collect on employee lunch purchases and process any reimbursements through payroll

·       Process bimonthly payroll in iSolved for staff and monthly payroll for partners and associates

·       Prepare biannual discretionary bonus calculations and payout as requested by partners

·       Manage collection and organization of Forms W-9 and assist in preparation of Forms 1099 and 1096

·       Assist with monitoring client receivables through report production, review and distribution

·       Maintain policy and procedure documentation in Microsoft® Word

·       Maintain computers and equipment maintenance, troubleshoot IT issues with assistance from SSIT

·       Maintain and program phones as requested by staff

·       Build positive client relationships through effective and timely communication, establishing trust and maintaining confidentiality

·       Marketing support, including making updates to websites; assisting with party planning; managing invitation lists and RSVPs in Microsoft® Excel; creation of flyers, newsletters, pamphlets, nametags and other promotional materials

Secondary duties include:

·       Relieving receptionist, including answering multiple telephone lines, greeting visitors, and other associated duties

·       Backup litigation assistant with mediation inquiries

Benefits of joining our dedicated, close-knit team include parking, health, dental, long-term disability and life insurance, retirement plan and paid time off. Work-related expenses are reimbursed.

Please submit resumes in Word or .pdf format via email to: [email protected].