Legal Operations Coordinator

Jobtailor; Washington (District of Columbia); On-site; USD 52,000 - 78,000; Full time

Job summary

Jobtailor is seeking an experienced legal-ops administrator to support incoming mail, calendar management, and matter tracking in a law-firm setting.

The role emphasizes billing coordination, reporting, and daily operational tasks, requiring strong organizational and communication skills with the ability to escalate issues when needed.

Qualifications

• 2–4+ years of administrative, legal, professional-services, billing, operations, or office-management experience.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication.
• Ability to manage multiple recurring responsibilities and deadlines simultaneously.
• Prior law-firm or professional-services experience preferred.
• Experience with legal billing or practice-management software preferred.
• Experience with A/R/bookkeeping coordination preferred.
• Experience with matter/project status reporting preferred.
• Familiarity with legal terminology and law-firm workflows preferred.
• No bachelor's degree required.
• Strong judgment, organization, professionalism, and follow-through.
• Ability to appropriately remind and follow up with attorneys and staff.

Responsibilities

• Manage incoming mail, including opening, sorting, scanning, routing, and tracking items requiring action.
• Coordinate client, attorney, staff, and internal team meetings
• Assist with calendar management as assigned
• Maintain the firm's active-matter tracking system and keep matter information and status current
• Prepare periodic team progress and active-matter reports
• Track outstanding assignments, administrative deadlines, and follow-up items for the Practice Manager/COO
• Assist with monthly pre-bill and invoice review, flagging inconsistencies or items requiring attorney review
• Work with the bookkeeper and Practice Manager/COO on accounts receivable, including A/R reports, outstanding balances, and collection follow-up
• Assist with client account and matter administrative maintenance, including opening and closing procedures
• Maintain operational spreadsheets, reports, calendars, and internal tracking systems
• Coordinate routine vendor, supply, filing, records, and office administrative matters
• Identify administrative bottlenecks, missing information, and overdue items requiring management attention
• Provide direct support to the Practice Manager/COO
• Support the day-to-day administrative and operational functions of the firm

Skills

Attention to detail

Organizational skills

Written communication

Verbal communication

Multitasking

Discretion

Professionalism

Billing coordination

Client account management

Time management

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Legal practice management software

Billing software

Job description

• Manage incoming mail, including opening, sorting, scanning, routing, and tracking items requiring action
• Coordinate client, attorney, staff, and internal team meetings
• Assist with calendar management as assigned
• Maintain the firm's active-matter tracking system and keep matter information and status current
• Prepare periodic team progress and active-matter reports
• Track outstanding assignments, administrative deadlines, and follow-up items for the Practice Manager/COO
• Assist with monthly pre-bill and invoice review, flagging inconsistencies or items requiring attorney review
• Work with the bookkeeper and Practice Manager/COO on accounts receivable, including A/R reports, outstanding balances, and collection follow-up
• Assist with client account and matter administrative maintenance, including opening and closing procedures
• Maintain operational spreadsheets, reports, calendars, and internal tracking systems
• Coordinate routine vendor, supply, filing, records, and office administrative matters
• Identify administrative bottlenecks, missing information, and overdue items requiring management attention
• Provide direct support to the Practice Manager/COO
• Support the day-to-day administrative and operational functions of the firm

Requirements

• 2–4+ years of administrative, legal, professional-services, billing, operations, or office-management experience
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication
• Ability to manage multiple recurring responsibilities and deadlines simultaneously
• Prior law-firm or professional-services experience preferred
• Experience with legal billing or practice-management software preferred
• Experience with A/R/bookkeeping coordination preferred
• Experience with matter/project status reporting preferred
• Familiarity with legal terminology and law-firm workflows preferred
• No bachelor's degree required
• Strong judgment, organization, professionalism, and follow-through
• Ability to appropriately remind and follow up with attorneys and staff
• Professional discretion when handling confidential client, personnel, and financial information
• Proficiency with Microsoft Outlook, Word, Excel, and Teams or comparable business applications
• Ability to work independently and recognize when an issue should be escalated to the Practice Manager/COO

Core Competencies

Demonstrates strong organizational and communication skills while managing administrative functions, including legal billing and practice management. Proficient in maintaining operational systems and providing support to senior management in a law firm environment.

Highest-signal resume keywords

• Legal Billing Experience
• Practice Management Software Proficiency
• Accounts Receivable Coordination
• Organizational Skills
• Attention to Detail

ATS Optimization Keywords

Hard Skills

• Administrative Experience
• Billing Coordination
• Matter Status Reporting
• Operational Spreadsheet Management
• Document Scanning and Tracking

Soft Skills

• Strong Written Communication
• Strong Verbal Communication
• Professional Discretion
• Judgment
• Follow-Through

Industry Keywords

• Law Firm Workflows
• Legal Terminology
• Professional Services Experience
• Administrative Deadlines
• Client Account Maintenance

Tools & Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Legal Practice Management Software