Assistant Office Manager

Leader Berkon Colao & Silverstein LLP; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Leader Berkon Colao & Silverstein LLP in New York City is seeking a hands-on Assistant Office Manager to handle administration and firm operations. You will report to the Director of Administration and collaborate with the managing partners on reporting and process improvements.

Ideal candidates will bring 5–8 years of professional services experience, 2–3 years in office administration or management, strong communication, discretion, and a proactive work style.

Qualifications

• 2–3 years of office administration or management experience in a law firm.
• 5–8 years of professional services firm experience.
• Experience with legal billing software is desired.
• Experience with benefits or HR a plus.

Responsibilities

• Monthly billing including posting client expenses in Timeslips and QuickBooks, and preparing client bills submitted using LEDES1998.
• Handle accounts payable, accounts receivable and collections, including bank deposits, general banking, and client trust funds.
• Communicate with vendors regarding invoices and monitor account status.
• Process expense reimbursements.
• Support onboarding, training and development of new employees.
• Assist with coordination of human resources and benefits administration.
• File and document management using FileVine.

Skills

Strong communication

Initiative

Calm under pressure

Detail oriented

Organized

Interpersonal skills

Discretion/confidentiality

Written and verbal communication

Data entry

Team collaboration

Tools

QuickBooks

Microsoft Outlook

Word

Excel

FileVine

LEDES1998

Job description

Mid-size, NYC business law firm looking for a hands-on Assistant Office Manager who can perform administration.This is a growth opportunity for the right person. Candidate will report directly to the Director of Administration, while also working with the managing partners to provide reporting as needed.

Candidate should have strong communication skills, at least 2-3 years of office administration or management experience in a law firm, and be able to take initiative and follow direction.Ideal candidate will be calm under pressure.Must be detail oriented, confident and respectful in working with peers, associates, and partners.

Responsibilities will include, but not limited to:

• Be responsible for monthly billing which would include posting client expenses in Timeslips and QuickBooks, and preparing client bills that are submitted using LEDES1998
• Handle accounts payable, accounts receivable and collections, which would include bank deposits, general banking functions, and client trust funds
• Communicate clearly with vendors regarding invoices and be knowledgeable regarding account status
• Process expense reimbursements
• Support the onboarding, training and development of new employees
• Assist with coordination of human resources and benefits administration
• File and document management using FileVine

Ideal candidates will possess:

• Ability to handle confidential information with a high level of discretion
• Excellent written and oral communication skills, accurate data‑entry skills required
• Must be highly organized, detail oriented, able to work independently, able to handle multiple projects at once and have a strong work ethic.
• Expertise in QuickBooks, Microsoft Outlook, Word and Excel is required.
• Experience with legal billing software is desired.
• Experience in Benefits or HR a plus
• 5-8 years of professional services firm experience
• Well‑developed and professional interpersonal skills with a positive attitude.