Law Firm Office Manager Job Winter Garden Florida USA,Accounting

We are seeking an experienced, highly organized Law Firm Office Manager to oversee the Firm's day-to-day financial, administrative, and office operations. This is a hands-on position involving escrow accounting, billing, bookkeeping, payment processing, post-closing administration, vendor management, and team support.

The Office Manager works closely with the Firm Owner and team to ensure financial transactions are processed accurately, internal procedures are followed, administrative deadlines are met, and the office operates smoothly. This position requires exceptional attention to detail, sound judgment, discretion, and the ability to independently manage recurring responsibilities while responding to the changing needs of a busy real estate practice.

Benefits

Annual raise and bonus structure.
Paid time off.
Paid holidays.

401(k) contribution equal to 3% of annual salary.
Health Reimbursement Arrangement through Take Command Health.

Compensation:

$65,000 - $75,000 yearly

Responsibilities:

Escrow and Financial Transactions

Receive and post all incoming funds, including wires, checks, credit-card payments, and bank transfers.
Prepare and send escrow receipts and post funds in the Firm's closing software.
Enter balance sheets and other required financial information into Quick Books.
Print checks and maintain accurate supporting records.
Create and upload check-register files to Mainstreet Community Bank's Positive Pay portal.
Review and verify Positive Pay exceptions in accordance with the Firm's internal controls.
Enter and initiate outgoing wires in accordance with the Firm's wire-transfer procedures.
Maintain accurate records and supporting documentation for all financial transactions.

Billing, Bookkeeping, and Accounts Payable

Process monthly billing for legal clients.
Create and send invoices at the attorneys' direction.
Monitor client balances and request additional funds when needed.
Create and send invoices for prepaid surveys.
Pay and accurately record Firm invoices, including insurance, lawn care, information technology, utilities, internet, and other operating expenses.
Review monthly title-underwriter statements to identify invoices that should be paid, disputed, or canceled.
Review monthly statements from the Firm's vendors to confirm the accuracy of outstanding invoices.
Assist with year-end accounting matters and prepare and file Forms.
Coordinate with the Firm's accountant, bookkeeper, banking representatives, and other financial professionals as needed.
Work with the Firm Owner, bookkeeper, accountant, and other financial professionals to oversee the Firm's financial operations.
Assist with expense management
Review vendor invoices, recurring expenses, subscriptions, and contracts for accuracy and cost-effectiveness.
Monitor billing practices, collections, trust-account procedures, and financial controls.

Closing and Post-Closing Administration

Review documents for e-recording and submit approved documents to the appropriate recording platform.
Receive recorded documents, process related payments, and maintain accurate file records.
Send final closing documents to buyers and sellers through secure email.
Assist in ensuring post-closing documents and financial records are completed and properly maintained.

Property-Related Administration

Track and receive monthly collections for home office clients
Collect and pay applicable property-tax bills for home office clients
Pay applicable homeowners' or condominium association fees for home office clients
Renew and pay county and city business tax receipts and licenses.
Maintain organized records of collections, payments, renewals, and supporting documentation.

Office and Team Support

Promote a professional, respectful, collaborative, and client-focused workplace.
Purchase and maintain office supplies, including coffee, creamers, cups, bottled water, paper products, and other office necessities.
Organize quarterly team-building events and Lunch & Learn programs.
Assist with planning the Firm's annual Christmas party.
Assist with selecting and ordering gifts for referral sources.
Track team birthdays and coordinate birthday lunches or other acknowledgments.
Assist with answering…