Part-Time Firm Administrator/Bookkeeper

Part-Time Firm Administrator / Bookkeeper Location: Fully Remote (Firm based in Fort Lauderdale, FL) Hours: ~20 hours/week (may increase during quarterly billing cycles) Employment Type: Part-Time, Hourly Start: Immediate About the Firm Our client is a small but high-volume civil defense litigation firm handling matters in both state and federal court. They practice focus on defending large companies in a wide range of claims, including personal injury, motor vehicle accidents, breach of contract, disputes involving municipalities and developers, and complex commercial litigation. While much of our work is insurance defense in nature, they do not represent insurance carriers directly. Position Summary Seeking a highly organized Firm Administrator / Bookkeeper to manage internal accounting functions and oversee the preparation and submission of client invoices. This role is critical to ensuring accurate billing, proper expense reconciliation, and timely payment processing in a fast-paced litigation environment. The ideal candidate has law firm billing experience, strong attention to detail, and is comfortable working independently in a fully remote setting.

Key Responsibilities

Billing & Invoicing

• Prepare and submit monthly and quarterly client invoices for hourly-billed civil defense matters (no contingency work)
• Generate invoices based on attorney time entries
• Convert invoices into required electronic formats for client portals and legal billing systems (e.g., Legal Tracker or similar)
• Review electronic submissions for errors (cut-off bills, formatting issues, missing entries) and identify, correct, and appeal rejected invoices
• Upload invoices, receipts, and supporting documentation accurately and on time Expense Reconciliation & Vendor Management
• Reconcile client-related expenses and attach appropriate vendor invoices, mediator fees, court costs, and third-party receipts to client bills
• Manage a high volume of outside vendors with expenses passed through to clients
• Ensure all reimbursements are properly documented and submitted
• Pay vendors after client payment is received, per firm billing practices Accounting & Financial Administration
• Maintain and update QuickBooks, including accounts receivable and accounts payable
• Record incoming payments and monitor outstanding balances
• Follow up on slow-pay or non-pay accounts
• Work closely with the firm’s accountant using real-time QuickBooks data Payroll & Benefits (Potential Responsibility)
• Run bi-weekly payroll through ADP (if assigned)
• Respond to ADP inquiries related to payroll and benefits
• Track PTO (10 days annually plus holidays) and manage time-off requests Administrative & Systems Support
• Maintain organized electronic records across firm platforms
• Use arenaflex Teams, SharePoint, and related tools to manage documents, receipts, and reference materials
• Communicate professionally via email with clients, vendors, and internal team members
• Identify missing information, research discrepancies, and resolve issues independently Required Qualifications (Must-Haves)
• Law firm billing experience in civil defense litigation, insurance defense, government, or corporate litigation
• Experience with hourly billing (no contingency-based billing)
• QuickBooks proficiency
• Experience with electronic billing submissions through legal billing platforms
• Strong organizational skills and high attention to detail
• Ability to reconcile expenses and ensure accurate documentation
• Comfortable handling high-volume billing and vendor pass-through expenses Preferred Qualifications
• Familiarity with Legal Tracker or similar e-billing systems
• Experience working in a fully remote environment
• Payroll experience using ADP Work Environment & Benefits
• Fully remote position
• Collaborative but independent work environment
• Training provided on firm systems and processes No recruiters, please. Expected hours: 20 per week Work Location: Remote Apply tot his job

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