Law Firm Account Manager / Administrator
Job Description
Location: Los Angeles, CA
Salary: Competitive, commensurate with experience
Direct Counsel is seeking a Law Firm Account Manager to join a boutique transactional real estate law firm in Los Angeles. This position will oversee the firm's day-to-day financial operations and administrative functions, working directly with the Managing Partners in a firm of approximately 15 attorneys. The firm focuses exclusively on transactional real estate matters and does not handle litigation.
This is a hands-on role well suited for an experienced law firm accounting and operations professional who can independently manage financial processes while also serving as a key administrative resource to firm leadership.
ResponsibilitiesFinancial Operations & AccountingManage all banking activities, including monthly bank reconciliations, deposits, wires, ACH transactions, and partner draws.
Maintain the firm's general ledger and prepare financial reports.
Manage accounts payable and accounts receivable functions.
Process vendor invoices and weekly A/P check runs through PC Law.
Process client payments, post receipts to client files, and reconcile client accounts.
Monitor outstanding receivables and communicate directly with clients regarding balances, statements, e-billing, and collections.
Process client refunds and write-offs with appropriate attorney and Managing Partner approval.
Manage year-end collections and financial close activities.
Prepare and provide monthly and year-end financial reports to the firm's outside CPA/accounting firm.
Maintain attorney financial spreadsheets and reconcile applicable accounts on a quarterly basis.
Track charitable contributions and other firm financial obligations.
Oversee monthly client billing processes, including pre-bills and accounts receivable aging reports.
Review new matter listings and ensure client addresses and billing rates are accurate.
Coordinate annual rate changes and update rates in PC Law.
Manage e-billing and special billing requirements and maintain current client billing procedures.
Coordinate closing bills at the direction of attorneys, including ensuring appropriate time and costs are captured.
Communicate directly with clients regarding outstanding balances and collection matters.
Process semi-monthly payroll through Paychex, including salary changes, reimbursements, direct deposit updates, address changes, and 401(k) elections.
Process payroll-related reconciliations and payments for non-equity partners and attorneys compensated based on hours.
Reconcile quarterly payroll and supplemental tax postings.
Track employee vacation, sick time, and other time-off balances.
Post payroll and related financial information to PC Law.
Manage 401(k) contribution reporting, including preparing spreadsheets, submitting information to Empower, and reconciling quarterly reports.
Maintain Flexible Spending Account records and reconcile contributions and payments.
Coordinate employee insurance administration and work with insurance brokers on renewals and coverage changes.
Report directly to the Managing Partners and assist with the firm's human resources functions.
Manage employee relations matters and coordinate employee benefits, health insurance, vacation, sick time, and payroll-related information.
Maintain employee and attorney administrative records.
Coordinate with firm leadership regarding staff responsibilities, performance, and administrative needs.
Communicate and implement approved changes to staff responsibilities and procedures.
Serve as a liaison between employees, attorneys, Managing Partners, and outside service providers.
Oversee and coordinate administrative programs and technology platforms, including PC Law, NetDocuments, LexisNexis, website services, managed IT services, and AI tools.
Recommend technology purchases, upgrades, and system improvements to firm leadership.
Monitor office and vendor contracts, including copier, telephone, postage, legal research, document management, and other service agreements.
Track contract renewal dates and advise the Managing Partners regarding renewals, pricing, and alternative providers.
Coordinate with the firm's IT consultant regarding monthly charges, onsite visits, equipment purchases, and maintenance.
Ensure equipment purchases receive appropriate Managing Partner approval.
Track technology and service renewal dates and maintenance costs.
Coordinate the firm's professional liability, cyber, health, disability, life, and other insurance programs with the firm's insurance broker.
Manage policy renewals, coverage changes, and employee/attorney additions or removals.
Administer partner insurance reimbursements and related accounting through BeniComp.
Track and manage California Bar, Los Angeles County Bar, and other professional membership dues.
Prepare annual 1099s and obtain W-9s from new vendors.
Coordinate year-end financial reporting and documentation for the firm's CPA/accounting firm.
Assist with annual reporting, attorney compensation information, K-1 review, and year-end general ledger close.
Track important deadlines related to industry rankings and recognition programs, including Best Law Firms, Chambers, and Super Lawyers.
Assist with other financial and administrative projects as directed by the Managing Partners.
Experience in law firm accounting, financial operations, or professional services administration.
Strong understanding of accounts payable, accounts receivable, billing, collections, payroll, general ledger accounting, and bank reconciliation.
Prior experience working with law firm accounting and billing systems; PC Law experience is strongly preferred.
Experience with Paychex, Empower, or similar payroll and retirement administration platforms is a plus.
Familiarity with law firm technology and administrative systems, including document management and legal research platforms.
Strong proficiency with Microsoft Excel and financial reporting.
Excellent organizational skills and attention to detail.
Ability to manage confidential financial, employee, and client information with discretion.
Strong communication and interpersonal skills, including the ability to communicate directly with clients.
Ability to work independently, prioritize competing responsibilities, and exercise sound judgment.
Comfortable working directly with firm leadership in a small, hands-on environment.
Experience supporting a transactional law firm or other professional services organization is preferred.
Competitive compensation commensurate with experience.
Opportunity to work directly with firm leadership in a close-knit, boutique environment.
Broad responsibility across accounting, finance, HR, technology, and firm administration.
Key operational role with significant autonomy and visibility within the organization.
