Legal Bookkeeper & Office Manager

Key Responsibilities

• Process trust account deposits and disbursements for personal injury and long-term disability matters.
• Maintain accurate financial records in QuickBooks Online.
• Create and process client invoices and settlement disbursements.
• Transfer earned fees from trust accounts to operating accounts.
• Process vendor payments, operating account checks, ACH payments, and recurring expenses.
• Reconcile operating, trust, and credit card accounts monthly.
• Review settlement statements and verify costs, attorney fees, referral fees, and client distributions.
• Maintain W-9 records and prepare annual 1099 reporting.
• Process quarterly Virginia tax payments and assist with year-end reporting.
• Maintain organized, audit-ready financial records and supporting documentation.
• Work closely with the firm's CPA and other financial advisors as needed.
• Assist with trust account compliance and reconciliation processes.

Office Management & Operations

• Serve as the primary point of contact for building management regarding maintenance requests, office improvements, security, and facility-related issues.
• Cook up with technology vendors and IT support providers to help ensure office systems, phones, internet, and equipment remain operational.
• Maintain relationships with office vendors, including copier providers, shredding services, office supply vendors, cleaning services, and other business partners.
• Manage office supply inventory and ordering.
• Cook up office repairs, maintenance, and vendor scheduling.
• Aid leadership with operational projects and process improvement initiatives.
• Help ensure the office remains organized, professional, and welcoming for clients and employees.

Qualifications

• 3+ years of bookkeeping, accounting, office management, or related experience.
• Strong experience with QuickBooks Online.
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential financial and personnel information.
• Strong communication and customer service skills.
• Ability to manage multiple priorities and work independently.
• Proficiency with Microsoft Office and cloud-based software.
• Preferred qualifications: Experience in a law firm or professional services environment, Familiarity with trust/IOLTA accounting, Experience with legal case management software such as Filevine, Experience coordinating vendors and managing office operations, Experience supporting HR, payroll, or employee onboarding functions.