What are the responsibilities and job description for the Accounts Payable and Client Relations Specialist position at Legacy Offices, LLC?
About the Firm
Legacy Offices, LLC—known to clients as The Offices—provides bookkeeping, accounting, tax preparation, and entity compliance services out of Mesa, Arizona. It also maintains the books for affiliated 501(c)(3) charitable organizations, which operate separately from the for-profit practices. The firm serves and administers charitable organizations in addition to high-net-worth families, business owners, and closely held companies, and this position may take on contracted work for Durfee Law Group, PLLC, an estate, tax, and business law firm, from time to time.
The Role
The Accounts Payable and Client Relations Specialist keeps money moving accurately through every entity we support: billing and collecting from clients, paying vendors on time, and recording each transaction in the right set of books. The role touches nearly every client relationship in the firm, so we are looking for someone who brings discretion, organizational rigor, and real care for the client experience to work that has to be right every time.
What You'll Do
Accounts Receivable and Client Billing
- Prepare and issue monthly client invoices across legal and accounting engagements, consistent with the terms of each engagement letter
- Coordinate billing for clients served by both practices so each client receives one clear, consolidated invoice
- Post client payments, apply receipts to the correct ledgers, handle chargebacks, and make deposits
- Keep receivables aging current, follow up on outstanding balances with professionalism and sensitivity to the relationship, and escalate delinquent accounts to leadership with recommended next steps
- Answer client billing questions promptly and courteously
- Set up new clients in the billing system in coordination with client intake
- Reconcile the receivables subledger to the general ledger
Accounts Payable
- Review vendor invoices for documentation and approval before processing
- Enter and pay vendor invoices, check requests, employee reimbursements, and other disbursements accurately and on schedule
- Keep vendor records current, including W-9s and compliance documentation
- Research and resolve invoice discrepancies, flag anomalies to leadership, and keep vendors informed of payment status
- Reconcile the payables subledger to the general ledger and support month-end close
Nonprofit and Multi-Entity Accounting
- Record contributions and process grant disbursements for the affiliated 501(c)(3) organizations, tracking donor-restricted funds separately
- Keep each entity's books separate and accurate, for-profit and nonprofit alike, including intercompany activity and the allocation of shared costs
- Apply GAAP and nonprofit accounting principles consistently across entities
- Support external audits, tax filings, and regulatory reporting, including Form 990 workpapers, under the CFO's direction
- Maintain internal controls that safeguard assets and keep every entity audit-ready
Reporting and Process
- Maintain organized, audit-ready records for all billing, payment, and deposit activity
- Prepare monthly aging, cash-flow, and financial summaries for the CFO, with recommendations for action
- Support the annual budget with historical billing and expense data
- Recommend improvements to billing, collections, and payables workflows, and help implement accounting-system upgrades
- Serve as the primary point of contact for billing questions from attorneys, accountants, and staff, and train colleagues on billing systems and procedures as needed
What You Bring
Required
- Three or more years of experience in accounts receivable, accounts payable, or billing, preferably in a professional services firm (legal, accounting, financial services, or consulting)
- Working knowledge of GAAP and nonprofit accounting principles
- Proficiency with accounting or billing software—Odoo, Clio, QuickBooks, Sage, NetSuite, or comparable
- Advanced spreadsheet skills and fluency in Google Workspace (Sheets, Docs, and Gmail)
- A high degree of accuracy in data entry and financial recordkeeping
- Clear written and verbal communication, including the ability to handle sensitive billing conversations with clients
- The ability to manage multiple priorities, meet deadlines, and work independently
- Integrity, tact, and complete discretion with confidential client and financial information
Preferred
- Billing experience in a law firm or accounting practice
- Familiarity with trust accounting and IOLTA requirements
- Nonprofit accounting experience, including donor-restricted funds
- Experience in a multi-entity or consolidated accounting environment
- An associate's or bachelor's degree in accounting, business administration, or a related field
How We Work
- Discretion. You treat client and financial information with complete confidentiality.
- Accuracy. You catch discrepancies before they become problems.
- Client care. You collect with empathy and protect the relationship.
- Coordination. You move easily between the legal, accounting, and nonprofit sides of the firm.
- Ownership. You fix issues and improve processes without being asked.
- Composure. You stay calm and focused through month-end and billing cycles.
Position Details
Standard business hours, in office, with occasional flexibility needed at month-end and during peak billing periods
Benefits: Health Benefits
Daily work alongside attorneys, CPAs, and executive leadership
We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by law.