Firm Administrator Assistant

Better Talent; Phoenix (AZ); On-site; USD 48,000 - 50,000; Full time

Benefits offered by this job

Paid time off (PTO)

Health, Dental and Vision insurance

Life insurance

Retirement benefits

HSAs/FSAs/HRA

Disability insurance

Job summary

Better Talent in Phoenix, AZ is seeking a highly organized Firm Administrator Assistant to support the Firm Administrator in the financial, administrative, and operational functions of a growing law firm.

The role emphasizes building and documenting workflows, handling accounts payable/receivable, and improving processes with strong tech skills and meticulous attention to detail.

Qualifications

• Prior administrative experience in a professional office or business environment.
• Experience with accounts payable, financial data entry, invoice processing, payment processing, expense administration, or similar accounting support functions.
• Strong comfort working with numbers and financial information with a high degree of accuracy.
• Strong technology skills and the ability to quickly learn and work across multiple software platforms and systems.
• Proficiency with Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Ability to create and maintain spreadsheets, tracking systems, process documentation, and organized electronic records.
• Strong written and verbal communication skills, including the ability to help translate instructions and processes into clear, usable documentation.
• Ability to manage recurring responsibilities, deadlines, and multiple priorities without losing track of details.
• Proactive problem-solving skills and the ability to recognize missing information, discrepancies, or items requiring follow-up.
• Sound judgment and discretion when handling confidential business and financial information.
• Ability to work independently, take direction, and maintain clear communication with the Firm Administrator.
• Professional, dependable, and eager to learn and take on increasing responsibility.

Responsibilities

• Assist the Firm Administrator with day-to-day accounting and financial administration, including accounts payable and receivable, billing support, expense and credit card processing, deposits, vendor records, financial tracking and reporting, and preparation for monthly accounting close processes.
• Maintain accurate financial documentation, identify discrepancies or missing information, and follow up on outstanding items.
• Provide direct administrative and operational support to the Firm Administrator, including vendor and office administration, tracking systems, recurring deadlines, research, reporting, facilities support, onboarding & offboarding, and special projects.
• Work closely with the Firm Administrator to develop, document, and improve firm processes, workflows, and standard operating procedures, including creating and maintaining checklists, templates, process documentation, and other tools that promote efficiency, consistency, and accountability.

Skills

Administrative experience

Numerical accuracy

Communication skills

Organizational skills

Education

College degree preferred

Tools

Microsoft Office Suite

QuickBooks Online

Job description

We are a specialized law firm in Phoenix, Arizona, providing sophisticated legal services in a professional, collaborative, and fast-paced environment. We value integrity, accountability, initiative, and exceptional client service. Our firm embraces technology and continuous improvement, with a strong focus on building efficient systems and operations. This position offers the opportunity to work closely with the Firm Administrator and gain hands-on experience in the financial, administrative, and operational functions of a growing law firm. We offer a great compensation and benefits package, and provide regular team luncheons and breakfasts.

Position Summary

We are seeking a highly organized, tech-savvy, and dependable Firm Administrator Assistant to work directly with and support the Firm Administrator in the financial, administrative, and operational functions of the firm. This is an excellent opportunity for someone early in their career who has accounting-related experience, strong technology skills, and an interest in learning the business and operational side of law firm administration.

A key part of this role will be working closely with the Firm Administrator to build, document, and continuously improve the firm’s administrative processes and workflows. This person will be instrumental in helping translate established practices and new initiatives into clear, organized procedures and documentation that support consistency, efficiency, and firm growth.

The ideal candidate enjoys working with numbers, spreadsheets, systems, and technology and takes pride in keeping things organized and accurate. We are looking for someone who follows through, notices when something is missing or does not look right, and takes ownership of assigned responsibilities.

This position reports directly to and works under the direction of the Firm Administrator.

Responsibilities

Assist the Firm Administrator with day-to-day accounting and financial administration, including accounts payable and receivable, billing support, expense and credit card processing, deposits, vendor records, financial tracking and reporting, and preparation for monthly accounting close processes.

Maintain accurate financial documentation, identify discrepancies or missing information, and follow up on outstanding items.

Firm Administration & Operations

Provide direct administrative and operational support to the Firm Administrator, including vendor and office administration, tracking systems, recurring deadlines, research, reporting, facilities support, onboarding & offboarding, and special projects.

Work closely with the Firm Administrator to develop, document, and improve firm processes, workflows, and standard operating procedures, including creating and maintaining checklists, templates, process documentation, and other tools that promote efficiency, consistency, and accountability.

Required Qualifications

Prior administrative experience in a professional office or business environment.

Experience with accounts payable, financial data entry, invoice processing, payment processing, expense administration, or similar accounting support functions.

Strong comfort working with numbers and financial information with a high degree of accuracy.

Strong technology skills and the ability to quickly learn and work across multiple software platforms and systems.

Proficiency with Microsoft Office Suite, particularly Outlook, Word, and Excel.

Strong organizational skills with exceptional attention to detail and follow-through.

Ability to create and maintain spreadsheets, tracking systems, process documentation, and organized electronic records.

Strong written and verbal communication skills, including the ability to help translate instructions and processes into clear, usable documentation.

Ability to manage recurring responsibilities, deadlines, and multiple priorities without losing track of details.

Proactive problem-solving skills and the ability to recognize missing information, discrepancies, or items requiring follow-up.

Sound judgment and discretion when handling confidential business and financial information.

Ability to work independently, take direction, and maintain clear communication with the Firm Administrator.

Professional, dependable, and eager to learn and take on increasing responsibility.

Preferred Qualifications

College degree preferred but not required; relevant administrative and accounting experience may substitute for formal education.

Experience with QuickBooks Online or similar accounting software and experience in a law firm or other professional services environment.

Law firm experience is not required.

Compensation, Benefits & Schedule

$48,000 - $50,000

Bonus

Annual bonuses are discretionary.

• Paid time off such as PTO, sick days, and vacation days
• Health, Dental and Vision insurance
• Life insurance
• Retirement benefits or accounts
• Healthcare spending or reimbursement accounts, such as HSAs, FSAs, and HRAs
• Long term and Short term disability insurance