Office Coordinator in Palo Alto, CA

Law Firm

Palo Alto, CA

Office Coordinator in Palo Alto, CA

Law Firm Non Legal Department

Min 2 yrs required

No

Job Title: Office Coordinator

Job Responsibilities:
The Office Coordinator at the law firm is tasked with a range of billing, accounting, and administrative duties. The coordinator is responsible for preparing monthly reports, completing special projects, and serving as the primary liaison for the billing department. Key responsibilities include:
- Generating monthly pro forma statements.
- Processing invoices and ensuring their accuracy and completeness before mailing to clients.
- Coordinating with billing attorneys regarding the billing format for new clients, application of retainer funds, month closing requirements, and billing deadlines.
- Responding to billing inquiries from lawyers and clients.
- Running reports for staff and attorneys on accounts receivable, billing, and timekeeper issues.
- Performing collection functions for delinquent clients.
- Coding and submitting invoices with proper general ledger coding.
- Facilitating the delivery of check requests.
- Collaborating with lawyers, management, and staff to resolve payment issues and follow up on outstanding items.
- Providing administrative support for the Administrative Partner and Director of Administration, including organizing in-office trainings, meetings, and business development events.
- Assigning lawyers to practice assistants and coordinating work flow and schedules, if necessary.
- Assisting with the office summer associate program under the direction of the Regional Recruiting Manager, if applicable.

Additional duties include maintaining various client-related Excel spreadsheets, coordinating special projects as assigned, providing effective client service, and representing the firm positively. The coordinator must adhere to the policies, procedures, and instructions for performing the essential duties of the job.

Education and Experience Information:
The position requires a high school or secondary school diploma or equivalent, with a two- or four-year degree from an accredited college or university being preferred. Candidates should have a minimum of two years of billing experience with billing systems and applications, with previous law firm experience being desirable. A thorough understanding of client bill generation, submission, and procedural cycles is necessary. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is required.

Candidates must possess the ability to monitor multiple processes and administrative tasks, work under pressure with multiple concurrent projects and deadlines, and communicate effectively both written and orally. They should be able to work independently without specific direction or close supervision and possess strong organizational, interpersonal, and analytical skills. Attention to detail and accuracy is essential, as is the ability to work overtime as needed.

Additional Abilities Required:
The job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.

Salary Information:
The compensation salary for the Office Coordinator position ranges from $71,000 to $106,000. The final salary will be determined during the interview process and will vary based on multiple factors, including prior experience, relevant expertise, current business needs, and market factors.

The law firm is committed to considering qualified applicants with arrest and conviction records in accordance with the Los Angeles Fair Chance Ordinance and the California Fair Chance Act.

Benefits:
The law firm offers a comprehensive suite of benefits, including:
- Medical/Prescription Drug Coverage with a Health Savings Account feature.
- Back-up Child/Elder Care and access to a caregiving concierge.
- Dental and Vision Insurance.
- Wellness Program and Pre-tax Commuting Benefits.
- 401(k) Retirement Plan and Profit Sharing.
- Business Travel Accident Insurance, Short- and Long-term Disability Protection.
- Pet Insurance and Life Insurance options.
- Health Advocacy Services, Paid Time Off, and Identity Protection/Restoration and Fraud Insurance.
- Parental Leave, Student Loan Refinancing Options, Paid Holidays, and Addiction Resources.
- Family Building Benefits, Breast Milk Delivery and Lactation Support Services.
- Flexible Spending Accounts, Employee Assistance Program, Professional Development, and CLE Credit Opportunities.
- Relocation, Accident Insurance, Employee Referral Program, Critical Illness Insurance, Hybrid/Remote Work Opportunities, Hospital Indemnity Insurance, and additional perks.

Equal Employment Opportunity:
The law firm is an equal opportunity employer. Employment decisions are based on merit, qualifications, and competence. Employment practices are not influenced by race, religion, creed, color, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by law. The firm provides an environment free of prohibited harassment and complies with federal and state disability laws, making reasonable accommodations for applicants and employees with disabilities.