Administration, Finance & Human Resources Assistant

DRRT Limited.; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

DRRT Limited., a leading boutique law firm, seeks an experienced Office Administrator to oversee daily operations, maintain financial records, and provide confidential executive support. You will manage AP/AR, payroll coordination with ADP, vendor relations, and office services to keep the firm efficient and compliant.

The ideal candidate holds an associate or bachelor degree in business or related field, 2–4 years of office, bookkeeping, or HR experience, and proficiency with QuickBooks and MS

Qualifications

• Associate or bachelor’s degree in business admin, accounting, finance, HR, or related field.
• 2–4 years of experience in office administration, bookkeeping, accounting, finance, or HR.
• Law firm or professional services experience preferred.
• Proficiency in QuickBooks and MS Office.
• Strong confidentiality and communication skills.

Responsibilities

• Oversee the daily operations of the office and maintain a professional environment.
• Maintain accurate financial records, including AP/AR, cash management, and reconciliations.
• Support HR administration, onboarding, benefits, and policies.
• Provide high-level administrative support to executive leadership.
• Coordinate vendor relations, office services, and facilities management.

Skills

Office administration

Bookkeeping

Communication

Attention to detail

Confidentiality

Time management

Multitasking

Education

Associate or Bachelor's degree in business administration/related field

Tools

QuickBooks

ADP Payroll

Microsoft Office Suite

Job description

DRRT is a leading boutique law firm specializing in investor loss recovery, international class actions, corporate governance, and related advisory services.

The successful candidate will be responsible for overseeing daily office operations, maintaining accurate financial records, supporting accounting and bookkeeping functions, assisting with human resources administration, and providing confidential executive-level administrative support. This position requires exceptional attention to detail, strong communication skills, sound judgment, and the ability to anticipate needs while effectively managing multiple priorities.

Key Responsibilities:

Office Administration & Operations:

• Manage the daily operations of the office, ensuring an organized, efficient, and professional work environment.
• Continuously evaluate office processes and recommend improvements that enhance operational efficiency and productivity.
• Coordinate and manage relationships with vendors, contractors, service providers, and building management.
• Maintain vendor contracts, service agreements, and historical records.
• Coordinate office maintenance, including cleaning services, janitorial services, repairs, HVAC, furniture, office equipment, plants, catering, office supplies, and other facility needs.
• Monitor office inventory and maintain appropriate levels of supplies while managing purchasing and vendor relationships.
• Serve as the primary liaison with the building management and security personnel to address facility-related matters.
• Manage incoming and outgoing mail, courier services, and confidential correspondence while improving internal mail distribution processes.
• Organize, maintain, scan, archive, and securely store confidential company, legal, financial, and personnel records.
• Provide high-level administrative support to executive leadership, including scheduling, correspondence, meeting preparation, and confidential projects.
• Flexible schedule with the readiness to support the team on weekends during emergencies.
• Maintain accurate financial records, including general journal entries, accounts payable, accounts receivable, cash management, and monthly bank reconciliations.
• Perform daily bookkeeping functions using QuickBooks, ensuring all financial transactions are accurately recorded and properly documented.
• Review, organize, scan, and maintain supporting financial documentation in accordance with company procedures.
• Prepare annual client financial reports reflecting incoming and outgoing transaction activity.
• Review, code, and process employee expense reports while ensuring compliance with company policies.
• Assist with payment processing, vendor invoices, reimbursements, and accounting documentation.
• Support financial reporting, budgeting activities, and special accounting projects as assigned.
• Assist executive leadership with financial presentations, reports, and management meetings.

Human Resources:

• Administer employee paid time off (PTO), attendance tracking, and timekeeping through ADP.
• Maintain confidential employee personnel files and HR documentation.
• Assist with employee onboarding, orientation, and offboarding processes.
• Coordinate employee benefits administration and maintain HR records.
• Assist in organizing company meetings, employee recognition programs, corporate retreats, training sessions, and team-building events.
• Ensure compliance with company policies and assist with updating employee policies and procedures.
• Maintain confidentiality of sensitive employee and company information at all times.
• Foster a positive, professional, and collaborative workplace culture while exemplifying the firm's core values of Excellence, Trust & Integrity, Creativity & Innovation, and Knowledge & Expertise.

Administrative Support:

• Prepare reports, presentations, spreadsheets, and executive correspondence.
• Support senior management with administrative projects, scheduling, meeting coordination, and special assignments.
• Assist multiple departments with operational and administrative needs as required.
• Maintain organized filing systems and ensure records remain current and accessible.
• Perform additional administrative, financial, and human resources duties as assigned by the Director of Finance & Human Resources.

Qualifications:

Education & Experience:

• Associate or bachelor's degree in business administration, Accounting, Finance, Human Resources, or a related field preferred.
• Two (2) to four (4) years of experience in office administration, bookkeeping, accounting, finance, or human resources.
• Previous experience working in a law firm or other professional services environment is preferred.
• Demonstrated bookkeeping and accounting experience with the ability to maintain accurate financial records.
• Experience using QuickBooks is required.
• Experience with ADP payroll and time management systems is preferred.
• Advanced proficiency in Microsoft Office, including Excel, PowerPoint, Outlook, and Word.
• Exceptional organizational, planning, and time management skills.
• Strong bookkeeping, accounting, and financial recordkeeping abilities.
• Excellent written, verbal, and interpersonal communication skills.
• Outstanding customer service skills with the ability to interact professionally with employees, clients, vendors, and executives.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Ability to anticipate needs, prioritize competing responsibilities, and work independently with minimal supervision.
• Ability to thrive in a fast-paced environment while managing multiple deadlines.
• Highly dependable with a demonstrated commitment to professionalism, accountability, and excellence.
• Self-motivated, resourceful, and proactive with a positive attitude and strong work ethic.
• Ability to contribute effectively both independently and as part of a collaborative team.
• High degree of integrity, discretion, and professionalism.