Front Desk Office Manager - Billing Coordinator

We are a boutique law Firm in Newport Beach with a team of 9. We primarily handle law that affects children and their families-Estate Planning, Probate, Trust Administration, Conservatorships, and Wills, Trusts Litigation.

We have a highly respected Firm and a reputation for really caring about clients. We are looking for an experienced Front Desk Office Manager and Billing Coordinator who is able to interact well with people.

Our Front Desk Office Manager and Billing Coordinator is an integral member of our team who takes control of the front-end client experience by being the first point of contact with the firm, providing general administrative support, and helping us communicate effectively with clients and potential new clients. Ideally, you will have experience as an Office Administrator, Receptionist, Secretary, Billing Clerk, or Legal Assistant in a law firm, but we are willing to train the right service-minded office professional.

If the following describes you, then YOU may be the team member we are looking for:

We are seeking a highly organized and professional Front Desk Office Manager and Billing Coordinator to work full-time and join our team. The ideal candidate will be organized with problem-solving and analytical data skills.

• You believe it's important to greet all potential and existing clients with a warm, friendly welcome
• You answer the phone with a smile
• You are skilled at communicating with people on the phone, in person, and by email
• You are a relationship-builder who is comfortable interacting with different types of personalities and all levels of authority, especially individuals in emotional need
• You see an opportunity for organization where others see a mess
• You are eager to learn new tasks and computer systems
• You value doing it right the first time, so you proofread your work and double-check details
• You know what happens in the office, stays in the office
• You genuinely care about clients and want to deliver an experience that turns them into raving fans

If you fit the role for this key position, please send a cover letter and your resume.

$20 - $26 hourly

Duties and Responsibilities

• Front desk receptionist answering phones and transferring calls to the appropriate staff.
• Greet potential new clients and prepare their consult folder for their meeting with the attorney.
• Track and manage client engagement and organize client folders.
• Coordinate and manage client communications and scheduling of meetings with attorneys.
• Maintain data and notes in CRM and legal software.
• Track, manage, and organize office supplies.
• Maintain an organized office environment.
• Manage the Firm's billing, retainer replenishment, and A/R collections processes.
• Prepare and review invoices as needed.
• Monitor invoice payments and follow up with clients regarding past-due invoices;
• Provide timely and effective communication to clients regarding trust replenishments.
• Assist with payments to third-party vendors.

About your technical skills:

• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks.
• Excellent problem-solving and analytical skills.
• Excellent communication skills (written and verbal).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Comfortable with technology, with an ability to adapt and learn new technology as needed.
• Strong work ethic.

We are a collaborative team of professionals. We work hard, and we play together too! It's a friendly office where we trust each other and value a work-life balance. We support personal and career development and also have quarterly team-building events.

Your experience and/or desire to work in the areas of Estate Planning, Special Needs Planning, Trust Administration, and Probate will add value to our team. We leverage technology and are looking for someone who is comfortable with Microsoft Office and various legal programs. You will have a strong work ethic, be highly organized, and have exceptional client relationship skills.

Compensation details: 20-26 Hourly Wage

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