Office Manager

Ascendion; Washington (District of Columbia, MD); Sur place; USD 60 000 - 75 000; Plein temps

Résumé du poste

Ascendion is recruiting a Washington, DC boutique law firm-backed Office Manager to serve as the central operations hub. You will handle front-desk duties, light bookkeeping and billing support, and executive-level administrative assistance for partners.

The role requires prior law firm office management experience, familiarity with LEAP, and experience with Bill.com, DocuSign and Adobe Acrobat. Notary or willingness to become commissioned is a plus; strong organization and professional

Qualifications

• Strong organizational skills with discretion and attention to detail.
• Professional communication style suitable for a law firm environment.
• Proactive, self-starting attitude with ability to manage multiple details.

Responsabilités

• Greet clients and answer calls, routing to attorneys or taking messages
• Manage staff calendar and building visitor system to welcome clients
• Process timekeeping and monthly billing, invoices, and payment plans
• Create and maintain client accounts in LEAP and manage trust transfers
• Handle accounts payable in Bill.com and coordinate with outside accountant
• Deposit checks, initiate wires, and manage petty cash; send receivables reports
• Oversee office operations, supplies, vendors, IT, and mail/shipping
• Onboard new hires, manage paperwork, accounts, and benefits enrollment
• Coordinate insurance renewals and audit; manage rental property invoicing
• Foster a welcoming culture with weekly lunches and celebrations

Connaissances

Strong organization

Discretion

Attention to detail

Professional communication

Proactive self-starter

Outils

LEAP

Bill.com

DocuSign

Adobe Acrobat

Description du poste

Our client is a well-established Washington, DC boutique law firm with a Maryland presence, focused on real estate, estate planning/trusts/probate, and business law. The attorneys have decades of combined experience, and the founding partner has practiced for nearly 50 years, including service on the DC Real Estate Commission and the boards of two national banks.

The firm is known for personal service: clients have direct access to their attorney and are treated as people, not file numbers. It’s a small, close-knit team with a weekly team lunch, and your work will be visible and appreciated.

The Role:

You would be the operational center of the firm and the first voice and face that clients meet. The role combines office management, light bookkeeping and billing support, and executive-level administrative support for the partners.

Client experience and communications

• Greet clients and answer calls professionally, screening and transferring them to attorneys or taking detailed messages
• Manage the shared staff calendar and the building visitor system so clients are expected and welcomed
• Host clients with a polished, hospitable touch

Billing and financial administration

• Create and maintain client accounts in LEAP
• Run the monthly billing cycle: collect attorney time and expenses, finalize and distribute invoices, and set up payment plans
• Process IOLTA-to-operating trust transfers accurately
• Handle accounts payable in Bill.com, coordinating with the firm’s outside accountant
• Deposit checks, initiate wires, and manage petty cash
• Send weekly receivables reports to the attorneys

Office operations

• Manage supplies and vendor relationships, including the biweekly order
• Be the point person for IT, copier, postage, and building management contacts
• Handle mail, shipping, and notary and estate-document execution support

Firm administration and HR

• Onboard new hires, including paperwork, accounts, keycards, and benefits enrollment
• Manage fee agreement workflows using Adobe and DocuSign
• Coordinate annual insurance renewals, including professional liability and the business policy audit
• Invoice subtenants and the firm’s rental property tenants

Culture

• Organize the weekly staff lunch, celebrate birthdays, and keep the office welcoming

What We're Looking For

• Prior law firm office manager experience. This is a firm requirement.
• Comfort with legal billing, trust/IOLTA accounting concepts, and practice management software. LEAP experience is a strong plus.
• Experience with Bill.com, DocuSign, and Adobe Acrobat
• Strong organization, discretion, and attention to detail
• A warm, professional communication style
• A proactive, self-starting attitude and the ability to manage many small details without being reminded
• Notary experience or willingness to become commissioned

Salary and Other Compensation:

The annual salary for this position is between $60,000 - $75,000 annually. Factors which may affect pay within this range include geography/market, skills, education, experience, and other qualifications of the successful candidate.

The Company offers the following benefits for this position, subject to applicable eligibility requirements: