Legal Operations Coordinator PartTime

Overview

The Operations Assistant will work closely with the Operations Manager to support administrative operations, office coordination, vendor follow-up, billing support, accounting coordination, onboarding logistics, scheduling coordination, and day-to-day operational needs across the firm. This is NOT a purely 'creative' role. We are looking for someone reliable, detail-oriented, calm under pressure, and naturally proactive.

The role is ideal for someone who enjoys:

• Keeping things organized
• Following through on details
• Coordinating moving parts
• Supporting teams behind the scenes
• Creating structure in a fast-moving environment

This role is best suited for someone who enjoys operational support, coordination, and administrative organization rather than highly sales-focused or purely creative work.

• Administrative & Operations Support
  • Assist with day-to-day office operations and administrative coordination
  • Track action items, deadlines, and operational follow-ups
  • Maintain internal trackers, spreadsheets, and operational logs
  • Assist with scheduling, calendar coordination, and meeting logistics
  • Prepare and organize operational documents and internal communications
  • Support onboarding/offboarding processes and staff logistics
  • Coordinate with vendors, building management, and service providers
  • Monitor office supply inventory and operational needs
  • Assist with office organization and workspace coordination
  • Help ensure operational tasks are completed accurately and promptly
• Billing & Accounting Support
  • Assist with client billing coordination and invoice follow-up
  • Help monitor accounts receivable and payment status
  • Support payment tracking and billing documentation
  • Coordinate with attorneys and staff regarding billing-related matters
  • Assist with data entry and administrative accounting support
  • Help maintain organized financial and operational records
  • Assist with expense tracking, reimbursements, and vendor invoices
  • Support operational reporting and internal financial tracking as needed
• Communication & Follow-Up
  • Send professional follow-up emails and reminders
  • Escalate unresolved items appropriately
  • Maintain organized communication records
  • Assist with internal coordination across departments

• Preferred Qualities
  • Extremely organized and detail-oriented
  • Strong follow-through and accountability
  • Calm, professional, and dependable
  • Able to manage multiple tasks without becoming overwhelmed
  • Comfortable handling repetitive administrative tasks
  • Strong written and verbal communication skills
  • Professional judgment and discretion
  • Positive, team-oriented attitude
  • Naturally proactive and solution-oriented
• Preferred Experience
  • Administrative assistant, executive assistant, operations assistant, billing assistant, office coordinator, legal assistant, or similar experience preferred
  • Experience in professional services, law firms, healthcare, finance, accounting support, or office operations is a plus
  • Familiarity with Microsoft Office, Outlook, Teams, Excel, and task tracking systems preferred
  • Experience with billing systems, invoicing, or accounting support is a plus
• Ideal Candidate
  • Enjoys creating order and structure
  • Notices missing details
  • Follows up consistently
  • Communicates professionally
  • Takes pride in keeping operations running smoothly

$20 - $25 hourly DOE