Office Support Specialist

Position Summary

We are seeking a highly organized and versatile Office Support Specialist to act as the primary anchor for both the firm’s financial health and our daily office operations. This role is designed for a detail-oriented professional who can seamlessly pivot from managing a complex billing cycle with surgical precision to proactively overseeing our office facilities and vendor relations. You will serve as the firm’s subject matter expert for client billing procedures while ensuring our physical workspace remains a welcoming, professional, and high-functioning environment for our team and clients alike.

1. Advanced Billing & Financial Systems Management

• Full-Cycle Billing Execution: Oversee the entire billing cycle in Clio, from initial matter set up to final invoice execution and record maintenance. Update accounting spreadsheets.
• Electronic Billing (E-Billing) Expertise: Manage the technical submission of LEDES and other billing files to platforms including Legal Tracker, TyMetrix, OneMarket, CounselGo, and BillingPoint.
• Systemic Error Resolution: Review and resolve complex submission errors and common rejection reasons within e-billing platforms to ensure steady cash flow.
• Payment & Ledger Stewardship: Monitor and verify all incoming online payments via Clio, ACH, and wire transfers to ensure the timely and accurate recording of account deposits. Track and record credit card fees for online payments and copier costs at the end of each month within Clio.
• Specialized Accounting: Coordinate with paralegals to update accounting spreadsheets for payments to foreign legal counsel, verifying international payment instructions.
• Wire Fraud Mitigation: Manage high-security verbal authentication processes for incoming and outgoing funds to safeguard firm and client assets.

2. Strategic Accounts Receivable (AR) & Data Reporting

• Data-Driven Oversight: Conduct comprehensive weekly reviews of AR aging reports to identify trends and stagnant accounts.
• Executive Financial Reporting: Provide weekly summary reports to firm leadership.
• Strategic Improvement Goals: Implement rigorous follow-up protocols to achieve a targeted improvement in the overall AR collection rate compared to previous years.
• Automated Dunning Systems: Configure and manage Clio’s Automated Bill Reminders, establishing a consistent cadence for all unpaid invoices.
• Historical Audit & Recovery: Conduct deep-dive audits of outstanding balances to identify recovery opportunities and implement a tiered communication strategy for debts.

3. Office Operations & Firm Support

• Facilities Oversight: Manage daily opening/closing procedures, monitor office cleanliness and necessary repairs, and coordinate with vendors (cleaners, elevator maintenance, HVAC, etc.) for onsite visits and invoice payments.
• Hospitality Stewardship: Maintain our high standard of office excellence through light, proactive tidying of the coffee station and office fridge to ensure a pristine environment for the team and visitors.
• Mail & Logistics Management: Handle all incoming and outgoing mail, packages, and deliveries via UPS, FedEx, or USPS, ensuring prompt distribution to the appropriate recipients.
• Client Experience: Greet visitors with a friendly attitude and ensure conference rooms are prepared for meetings and assist with lunch orders.
• Firm Hospitality: Orchestrate end-to-end logistics for firmwide luncheons, meetings, and social events, including scheduling, ordering, and the event setup/cleanup of facilities.
• Tech & Onboarding: Provide general tech troubleshooting for computers and printers, and manage administrative onboarding for new attorneys and staff members.
• Strategic Supply Supervision: Proactively monitor and manage the inventory levels for all office supplies, beverages, and snacks, ensuring timely procurement and restocking to maintain an uninterrupted and welcoming environment for clients and staff.

Qualifications & Expectations

• Education: High school diploma at minimum; additional certification or a college degree is considered a plus.
• Proven Experience: Demonstrated success in a professional office environment, specifically in roles involving administrative support and billing coordination.
• Systems Knowledge: Experience utilizing billing software (Clio preferred) and familiarity with electronic billing platforms (LEDES) to ensure accurate financial records.
• Strong Organizational Skills: Exceptional ability to manage financial deadlines, track accounts receivable, and maintain meticulous digital and physical files.
• Reliability & Professionalism: Punctual and reliable onsite attendance is required from 8 am to 5 pm, Monday through Friday.

What We Offer:

• Commitment to learning and development. We support personal and professional development through continuous education and skill-enhancement.
• An atmosphere of camaraderie and collaboration. We have a positive working environment and seek to attract candidates who help make our firm a congenial place to work.
• Competitive benefits. Including medical, dental, and vision coverage and paid time off.
• Paid parental leave. After continuous employment subject to the firm’s parental leave policy.

Losey PLLC is an equal opportunity employer.