Administrative Assistant

Accord & Shield Legal is a business law firm serving entrepreneurs, startups, and established businesses. Our practice focuses on business transactions, contracts, corporate matters, employment law, intellectual property, and ongoing legal counsel.

We are seeking a highly organized, resourceful, and dependable Administrative & Operations Assistant to support the firm's daily operations, administrative processes, client coordination, billing administration, and internal workflows.

This role is ideal for someone who takes initiative, enjoys problem-solving, manages multiple responsibilities effectively, and follows through on assignments without constant oversight.

The Administrative & Operations Assistant will work closely with firm leadership, attorneys, staff, contractors, clients, and external service providers to help maintain organized and efficient daily operations.

Responsibilities range from managing schedules and coordinating internal assignments to overseeing administrative follow-ups, reviewing billing records for accuracy, assisting with onboarding, maintaining business documentation, and coordinating client requests.

The ideal candidate is detail-oriented, adaptable, comfortable using technology, and capable of independently managing routine administrative responsibilities while recognizing when matters require escalation.

We are looking for someone who takes ownership of assigned responsibilities, keeps projects and administrative tasks moving, and ensures important details do not fall through the cracks.

• Coordinate with accountants, bookkeepers, insurance carriers, employee benefits providers, vendors, contractors, and other outside service providers.
• Assist with employee and contractor onboarding, including collecting required documentation, coordinating administrative setup, and maintaining onboarding records.
• Coordinate administrative matters involving health insurance, professional liability (malpractice) insurance, policy renewals, and other business insurance requirements.
• Organize and maintain firm records, business agreements, insurance documentation, vendor contracts, invoices, and other operational materials.
• Track administrative deadlines, renewals, outstanding requests, and internal compliance-related documentation.
• Communicate with outside contractors and vendors regarding assignments, scheduling, administrative requirements, and outstanding deliverables.
• Follow up on incomplete requests and ensure relevant documentation is received, organized, and provided to the appropriate parties.
• Assist with improving internal administrative procedures, workflows, and organizational systems.

• Manage and coordinate calendars, appointments, meetings, and scheduling requests for firm leadership.
• Maintain and organize internal task lists, assignments, deadlines, and administrative priorities.
• Assign and coordinate tasks among attorneys, staff, contractors, and other firm resources under leadership direction.
• Monitor the status of outstanding assignments and proactively follow up with responsible team members.
• Calendar administrative deadlines, reminders, meetings, recurring responsibilities, and other time-sensitive matters.
• Identify scheduling conflicts, overdue tasks, and potential delays, escalating matters when appropriate.
• Coordinate internal projects and provide regular updates regarding outstanding assignments and operational priorities.
• Assist firm leadership with administrative correspondence, meeting preparation, and day-to-day organizational needs.

• Assist with preparing, reviewing, and processing client invoices using the firm's billing and practice management systems.
• Review billing records and invoices for accuracy, completeness, and consistency with applicable billing arrangements.
• Identify and flag potential duplicate charges, duplicate time entries, incorrect billing rates, missing entries, and other billing discrepancies.
• Cross-check invoices against relevant engagement agreements, approved billing rates, and client billing instructions.
• Verify that time entries, expenses, payments, and credits are accurately recorded and allocated to the appropriate client matters.
• Coordinate with attorneys, accounting personnel, and other authorized team members to resolve discrepancies before invoices are finalized.
• Assist with tracking outstanding invoices, payment statuses, and billing-related administrative tasks.
• Coordinate routine payment reminders and assist with client billing inquiries.
• Maintain organized billing records and assist with improving billing procedures to minimize errors and inconsistencies.
• Escalate disputed charges, unusual billing activity, and matters requiring attorney or accounting review.

Final approval of legal fees, billing adjustments, write-offs, and disputed charges remains with authorized firm personnel.

• Communicate professionally with clients regarding outstanding documents, forms, questionnaires, and administrative requirements.
• Coordinate the collection, organization, and delivery of client documentation to the appropriate attorneys or team members.
• Assist with client onboarding, intake coordination, appointment scheduling, and administrative follow-up.
• Maintain accurate client and matter information within the firm's practice management systems.
• Coordinate referrals to outside attorneys or service providers as directed by firm leadership, obtaining appropriate client authorization before sharing information.
• Track referral statuses, communicate with referral partners, and follow up on outstanding referral matters.
• Coordinate routine client communications, appointment confirmations, document requests, and administrative inquiries.
• Assist with document organization, electronic filing, records maintenance, and other non-substantive administrative activities.
• Escalate legal questions, confidential matters requiring special handling, and issues requiring attorney review.

• Coordinate office supplies, deliveries, vendors, and routine office services.
• Deliver or retrieve documents from local offices, businesses, and service providers as needed.
• Assist with occasional business-related errands, including picking up office supplies, meals, or other requested items.
• Coordinate meetings, catering, and other office-related arrangements.
• Assist with organizing physical and electronic files, maintaining office systems, and supporting general workplace organization.
• Provide administrative support for special projects and other reasonable office-related responsibilities as assigned.

• Strong organizational and time management skills, with the ability to manage multiple assignments and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy, particularly when reviewing documentation, billing records, and administrative information.
• Demonstrated reliability, initiative, accountability, and consistent follow-through.
• Ability to work independently, exercise sound judgment, and recognize when matters require escalation.
• Proficiency with Microsoft Office, Outlook, email, calendar applications, spreadsheets, and general office software.
• Comfort learning new software, administrative systems, and technology-driven workflows.
• Ability to maintain confidentiality and handle sensitive business, employee, billing, and client information professionally.
• Strong interpersonal skills and the ability to communicate effectively with attorneys, clients, vendors, contractors, and other professionals.
• Reliable transportation and the ability to complete occasional local business errands.

• Two or more years of experience in administrative support, executive assistance, office coordination, or business operations.
• Experience working in a law firm, accounting firm, professional services organization, or similar business environment.
• Familiarity with legal practice management software, such as Clio Manage or Clio Grow.
• Experience with legal billing, invoice reconciliation, time-entry review, accounts receivable administration, or accounting software.
• Experience coordinating vendors, contractors, employee onboarding, or insurance administration.
• Familiarity with task management, scheduling, document management, and workflow automation tools.

Prior law firm experience is preferred but not required. We place significant value on strong administrative skills, attention to detail, initiative, professionalism, and the ability to learn new processes.

The ideal candidate is someone who:

• Takes ownership: Accepts responsibility for assigned tasks and follows through until completion.
• Pays attention to detail: Notices errors, missing documentation, duplicate billing entries, and inconsistencies that require further review.
• Stays organized: Manages multiple priorities, maintains accurate records, and keeps assignments on track.
• Communicates proactively: Provides timely updates, follows up on outstanding requests, and keeps the appropriate people informed.
• Solves problems: Identifies practical solutions to routine administrative challenges while knowing when to seek guidance.
• Adapts easily: Is comfortable supporting different areas of the firm's operations and learning new technology.
• Exercises discretion: Understands the importance of confidentiality, professionalism, and sound judgment in a legal environment.
• Works collaboratively: Coordinates effectively with attorneys, staff, contractors, clients, and outside professionals.

• Employment Type: Full-time, non-exempt.
• Overtime: Eligible for overtime pay in accordance with applicable law.
• Benefits: Eligible for company-sponsored employee benefits, subject to applicable plan terms and eligibility requirements.
• Work Location: On-site in Scottsdale, Arizona