Assistant Office Manager

SourcePro Search, LLC; New York (NY); Hybrid; USD 81,000 - 99,000; Full time

Job summary

SourcePro Search, LLC is seeking an Assistant Office Manager to support day-to-day admin operations at a mid-sized law firm in Midtown NYC. The role collaborates with the Office Manager and partners to maintain efficient processes, financials, and HR functions.

The ideal candidate brings 3–5 years of law-firm administrative experience, a multitasking mindset, and strong communication skills. This hybrid position offers in-office collaboration and growth opportunities.

Qualifications

• 3–5 years of administrative experience in a law firm or professional services environment.
• This role requires multitasking in a fast-paced setting.
• Team-player mentality with willingness to learn and adapt before suggesting changes.
• Strong written and verbal communication skills are essential.
• Highly organized with excellent attention to detail and time management.

Responsibilities

• Assist with monthly billing, including posting client expenses in Timeslips and QuickBooks, and preparing LEDES1998 invoices.
• Manage accounts payable/receivable and collections, including bank deposits and client trust fund transactions.
• Maintain vendor relationships, handle inquiries, and ensure invoice accuracy and status tracking.
• Process expense reimbursements and assist with budgeting.
• Support onboarding and training of new employees, including documentation and orientation.
• Help coordinate HR functions and benefits administration.
• Maintain client and firm records via FileVine.
• Communicate effectively with firm leadership, attorneys, staff, and vendors.
• Balance multiple priorities and support various administrative tasks as needed.

Skills

Multitask

Admin experience

Communication

Attention to detail

Discretion

Team player

MS Office

Tools

Timeslips

QuickBooks

MS Outlook

MS Word

MS Excel

FileVine

Job description

Assistant Office Manager

Location: Midtown NYC (Hybrid – 3 Days In-Office)

Salary: Up to $90,000 (commensurate with experience)

Schedule: Full-Time, Monday–Friday

What You’ll Do:

As the Assistant Office Manager, you’ll play a critical role in supporting the day-to-day administrative operations of our mid-sized law firm. Working directly with the Office Manager and managing partners, you’ll ensure smooth internal processes, manage administrative reporting, and support the financial and HR functions of the firm. You’ll be a go-to problem solver who thrives on multitasking and interacting across all levels of the firm.

Key Responsibilities:

• Assist with monthly billing, including posting client expenses in Timeslips and QuickBooks, and preparing LEDES1998-compliant invoices
• Manage accounts payable/receivable and collections, including bank deposits and client trust fund transactions
• Maintain vendor relationships, handle inquiries, and ensure invoice accuracy and status tracking
• Process expense reimbursements and assist with budgeting
• Support onboarding and training of new employees, including documentation and orientation
• Help coordinate HR functions and benefits administration
• Maintain and manage client and firm records via FileVine
• Communicate effectively with firm leadership, attorneys, staff, and vendors
• Balance multiple priorities and support various administrative tasks as needed

What You’ll Bring:

• 3–5 years of administrative experience in a law firm or professional services environment
• Proven ability to multitask in a fast-paced setting and respond effectively to changing priorities
• A team-player mentality, willing to learn and adapt before offering process suggestions
• Strong written and verbal communication skills
• Highly organized with excellent attention to detail and time management
• High level of discretion and professionalism with confidential information
• Proficiency in QuickBooks, Microsoft Outlook, Word, and Excel
• Experience with Timeslips and/or legal billing software preferred
• Familiarity with HR and benefits administration a plus
• Positive, collaborative demeanor and comfort interacting across all departments

Why Join Us?
This is a great opportunity for someone looking to step into a high-impact role with the opportunity to grow. You’ll join a respected team, gain exposure to firm operations, and become a trusted right-hand to the Office Manager and firm leadership. We offer a collaborative, stable work environment and are seeking someone who values long-term professional growth.