Office Manager / Wealth Coordinator

Levine, Furman & Rubin, LLC; Marlboro Township (NJ); On-site; USD 80,000 - 92,000; Full time

Job summary

Levine, Furman & Rubin, LLC is seeking an Office Manager / Wealth Coordinator to run the firm's day-to-day financial and administrative operations across both LFR and its ADR Wealth Management affiliate. The role covers billing, HR, wealth-account support, and confidential bookkeeping with executive support to the CEO; supervision of front-desk staff is included.

Candidates should be meticulous, highly organized, and have 3+ years of professional experience in a law firm or financial-services

Qualifications

• 3+ years of professional workplace experience.
• Experience in a law firm or financial-services environment strongly preferred.
• Knowledge of legal billing, attorney trust accounting, and/or client account compliance preferred.
• Proficiency with QuickBooks and Microsoft Office (Excel, Outlook).
• Exceptional attention to detail and accuracy above all else.
• Comfortable managing multiple responsibilities and directly supervising staff with minimal oversight.
• Demonstrated discretion with confidential information.

Responsibilities

• Prepare and review client invoices; monitor accounts receivable and follow up on outstanding balances.
• Record client payments; manage accounts payable and coordinate payment of firm expenses.
• Assist with payroll processing and employee benefit administration.
• Prepare financial reports for firm management and coordinate with the firm's accountant and bookkeeper.
• Prepare and process client account documents, forms, and applications (Wealth Management).
• Review documents for accuracy, completeness, required signatures, and compliance with firm procedures.
• Assist with opening, maintaining, and updating client investment and retirement accounts.
• Monitor client account statements and transaction confirmations; flag missing information or items needing follow-up.
• Ensure client disclosures are properly filed and maintained.
• Maintain compliance files, logs, and supporting documentation.
• Lead day-to-day office operations; directly supervise front-desk reception staff.
• Coordinate the full employee lifecycle — onboarding, offboarding, and related documentation.
• Develop and maintain workplace policies, employee handbook materials, and HR procedures.
• Administer employee benefits programs; support recruitment; manage vendor relationships and office supplies.
• Provide confidential bookkeeping and administrative support to the CEO, including personal bill payment/expense tracking, travel coordination, and scheduling.
• Anticipate upcoming deadlines, renewals, and other time-sensitive matters.

Skills

Billing & invoicing

Accounts receivable

Accounts payable

Payroll processing

HR & office management

Executive support

Attention to detail

Staff supervision

Confidentiality

Legal billing knowledge

Attorney trust accounting

Client account compliance

QuickBooks

Microsoft Office

Excel

Outlook

Tools

QuickBooks

Microsoft Office

Excel

Outlook

Job description

Full-time, in-person, 9:00 AM–5:00 PM Monday–Friday.

Compensation: $80,000 - $92,000 annually, depending on experience

Levine, Furman & Rubin, LLC is seeking a reliable, organized, and detail-oriented Office Manager / Wealth Coordinator to run the firm's day-to-day financial and administrative operations across both LFR and its affiliate, ADR Wealth Management. This is a combined role covering billing, office/HR management, and wealth-side account and compliance support, and it also provides confidential bookkeeping and executive administrative support to the firm's CEO. The person in this role will directly supervise front-desk reception staff. A finance background is not essential — we are prioritizing candidates who are meticulous, detail-oriented, and highly organized above prior industry experience.

Financial & Billing (LFR)

• Prepare and review client invoices; monitor accounts receivable and follow up on outstanding balances
• Record client payments; manage accounts payable and coordinate payment of firm expenses
• Assist with payroll processing and employee benefit administration
• Prepare financial reports for firm management and coordinate with the firm's accountant and bookeeper

Wealth Coordination (ADR Wealth Management)

• Prepare and process client account documents, forms, and applications
• Review documents for accuracy, completeness, required signatures, and compliance with firm procedures
• Assist with opening, maintaining, and updating client investment and retirement accounts
• Monitor client account statements and transaction confirmations; flag missing information or items needing follow-up
• Ensure client disclosures are properly filed and maintained
• Maintain compliance files, logs, and supporting documentation

Office & People Management

• Lead day-to-day office operations; directly supervise front-desk reception staff (receptionists and greeter)
• Coordinate the full employee lifecycle — onboarding, offboarding, and related documentation
• Develop and maintain workplace policies, employee handbook materials, and HR procedures
• Administer employee benefits programs; support recruitment; manage vendor relationships and office supplies

Executive Support

• Provide confidential bookkeeping and administrative support to the CEO, including personal bill payment/expense tracking, travel coordination, and scheduling
• Anticipate upcoming deadlines, renewals, and other time-sensitive matters

Qualifications

• 3+ years of professional workplace experience
• Experience in a law firm or financial-services environment strongly preferred
• Knowledge of legal billing, attorney trust accounting, and/or client account compliance preferred
• Proficiency with QuickBooks and Microsoft Office (Excel, Outlook)
• Exceptional attention to detail and accuracy above all else
• Comfortable managing multiple responsibilities and directly supervising staff with minimal oversight
• Demonstrated discretion with confidential information