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Operations
Operations Assistant for US Law Firm
- Employment
- Full-time
- Monthly salary
- USD 1,200 – 1,500
- Category
- Operations
- Posted
- 4 days ago
About the role
You keep the administrative engine of a US law firm running so the attorneys can spend their hours on legal work and client strategy. Day to day, you track matters through the firm's workflow, prepare the reports partners use to make decisions, and handle the prebill and invoicing cycle from draft to delivery. This is an operations seat rather than a legal support seat, so you will be asked to notice where a process breaks and to propose the fix, not just to complete the task in front of you. You will work US business hours and report directly to the firm's operations lead or managing attorney.
Key responsibilities
Reporting and Firm Metrics
- Build and send weekly and monthly reports on billable hours, realization, matter status, and collections.
- Pull data from the practice management system and reconcile it before it reaches a partner's desk.
- Flag anomalies such as unbilled time, stalled matters, or aging receivables as soon as they appear.
- Maintain dashboards and trackers so leadership can see firm performance without asking for it.
Workflow and Matter Coordination
- Track every open matter through its stages and follow up on items sitting past their due date.
- Maintain calendars, internal deadlines, and task assignments across the attorney team.
- Coordinate document collection, file organization, and closing checklists for active matters.
- Serve as the point of contact for status questions so attorneys are not chasing updates.
Billing Administration
- Prepare monthly prebills, route them to attorneys for review, and apply edits accurately.
- Generate and send client invoices, then log payments and follow up on outstanding balances.
- Audit time entries for missing narratives, incorrect matter codes, and write-off candidates.
- Coordinate with the firm's bookkeeper or accountant on trust account activity and reconciliations.
Process Improvement
- Document existing procedures so the firm has written steps rather than tribal knowledge.
- Identify repetitive manual work and recommend automations or template changes that remove it.
- Test and roll out changes to intake forms, checklists, and workflow templates.
- Train new team members on the systems and processes you maintain.
Qualifications
- Three or more years in operations, billing, or administrative support, with at least part of it supporting a US law firm or professional services company.
- Hands-on experience with legal practice management and billing software such as Clio, MyCase, PracticePanther, Filevine, or TimeSolv.
- Strong spreadsheet skills in Excel or Google Sheets, including pivot tables, lookups, and clean report formatting.
- Working knowledge of legal billing concepts: prebills, LEDES formats, trust versus operating accounts, and write-downs.
- Comfort with Microsoft 365, Google Workspace, and at least one project or task tool such as Asana, ClickUp, or Monday.
- Accuracy under repetition, since a wrong matter code or a missed invoice costs the firm real money.
- Willingness to work US business hours and to give clear written updates without being asked.
- Initiative to raise a broken process and suggest a fix rather than working around it quietly.
- Clear spoken and written English for client billing inquiries and direct communication with partners.
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