Legal Administrative Assistant

Position Title: Legal Collector / Administrative Assistant
Department: Finance & Administrative Services
Employment Type: Full-Time
Reports To: Office Manager / Billing Manager

Position Summary

The Legal Collector/Administrative Assistant is responsible for supporting the firm’s billing and collections process while performing general administrative tasks that keep daily operations running smoothly. This role ensures timely follow-up on outstanding client invoices, maintains accurate records, and provides excellent internal and external customer service. The ideal candidate is detail-oriented, organized, and comfortable communicating with clients in a professional and courteous manner.

Key Responsibilities of the Legal Administrative Assistant

Collections & Billing Support

• Monitor accounts receivable aging reports and follow up with clients on outstanding balances.
• Make collection calls, send reminder notices, and maintain documentation of all outreach.
• Communicate with attorneys to resolve billing discrepancies, disputes, or client questions.
• Assist with preparing and sending invoices, including LEDES/e-billing formats when needed.
• Track payment commitments and escalate overdue accounts as appropriate.
• Update financial systems with notes, payment statuses, and follow-up actions.

Administrative Support

• Answer and route phone calls, greet visitors, and manage general office communications.
• Maintain client files—electronic and paper—ensuring accuracy, confidentiality, and compliance.
• Assist with scheduling meetings, preparing correspondence, and drafting basic documents.
• Support attorneys and staff with administrative projects and day-to-day office tasks.
• Manage incoming mail, file organization, scanning, and data entry.
• Assist with maintaining office supplies and coordinating vendor services.

Qualifications for the Legal Administrative Assistant

Required:

• 1–3 years of experience in collections, billing, or administrative work (legal environment preferred).
• Strong communication and customer service skills, especially when handling sensitive financial matters.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Ability to maintain confidentiality and professionalism.
• Strong organizational and time‑management skills.

Preferred:

• Experience with legal billing software (Aderant, Elite, Clio, Tabs3, etc.).
• Familiarity with e‑billing platforms (Legal Tracker, CounselLink, etc.).
• Prior law firm or professional services firm experience.

Key Competencies of the Legal Administrative Assistant

• High attention to detail and accuracy.
• Comfortable communicating with clients regarding billing and payments.
• Strong problem-solving skills.
• Ability to prioritize multiple tasks in a deadline-driven environment.
• Professional, friendly, and reliable demeanor.

Work Environment

• Office environment.
• Regular collaboration with attorneys, billing staff, and clients.
• Occasional extended hours during billing cycles or month-end close.

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