Office Administrator

• Location: Richmond, Virginia
• Status: Full-Time
• Reports To: Three Firm Partners

Position Summary

We are a small, busy law firm seeking a reliable and detail-oriented Office Administrator to oversee daily administrative operations. This role is critical to the smooth functioning of the firm and requires a professional who is comfortable managing front-office responsibilities, billing and bookkeeping, and client collections while maintaining confidentiality and professionalism.

The ideal candidate is organized, proactive, and comfortable wearing multiple hats in a fast-paced legal environment.

Key Responsibilities

Front Office & Client Communications

• Assist in answering and routing incoming phone calls in a professional and courteous manner
• Greet clients and visitors 
• Manage incoming and outgoing mail, emails, and deliveries
• Schedule appointments and coordinate calendars as needed
• Maintain a welcoming, professional office environment

Billing & Financial Administration

• Prepare, process, and send client invoices in accordance with firm policies
• Track billable time and expenses in the firm’s billing system
• Apply client payments and maintain accurate billing records
• Follow up on past-due accounts and manage client collections professionally
• Communicate with attorneys regarding billing issues and outstanding balances

Bookkeeping & Office Accounting

• Maintain day-to-day bookkeeping, including accounts payable and receivable
• Process payroll coordination and vendor payments
• Maintain trust account records in compliance with applicable ethical rules
• Assist with monthly and year-end financial reporting as needed

Office Operations & Administrative Support

• Maintain office supplies and vendor relationships
• Organize and maintain electronic and physical files
• Assist attorneys and support staff with administrative tasks
• Ensure compliance with firm policies and basic legal office procedures
• Identify opportunities to improve office efficiency and workflows

Required Qualifications

• Associate or Bachelor’s degree
• Prior experience as an office administrator, office manager, or similar role
• Experience with billing, bookkeeping, and collections (law firm experience preferred)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• High level of discretion and ability to handle confidential information
• Proficiency with Microsoft Office and accounting/billing software

Preferred Qualifications

• Prior experience working in a law firm or professional services environment
• Familiarity with legal billing software (e.g., Clio, PracticePanther, Time Matters, QuickBooks)
• Understanding of trust accounting requirements (IOLTA experience a plus)

Skills & Attributes

• Professional, calm, and client-focused demeanor
• Detail-oriented with strong follow-through
• Comfortable handling sensitive financial conversations with clients
• Self-starter who can work independently and manage competing priorities
• Team-oriented with a willingness to assist wherever needed

Compensation & Benefits

We offer competitive compensation based on experience (annualized at $55,000-$70,000) along with a strong benefits package which includes fully paid short and long term disability insurance and parking. The firm also provides a generous contribution toward health, vision and dental insurance, plus a 3% IRA match.