ADMINISTRATIVE OPERATIONS MANAGER

About us

Our growing estate planning and probate law firm is seeking a highly organized, detail-oriented Administrative Operations Manager to oversee firm operations, financial management, trust accounting compliance, human resources, and marketing coordination. This role serves as the operational backbone of the firm, ensuring financial accuracy, regulatory compliance, efficient workflows, and consistent brand presence. The Administrative Operations Manager works closely with attorneys and external professionals (CPA, financial institutions, vendors) to maintain the firm’s operational and financial integrity across multiple entities.

Responsibilities

Estate Planning & Administration

• Maintain operating account and reconciliation
• Review monthly accounting in QuickBooks and adjust as necessary
• Provide relevant documentation to CPA
• Monthly & Quarterly Trust Accounting Reports
• Weekly Report on Low Trust Balances
• Weekly Open Invoice Report
• Manage closing of estate administration files
• Maintain client trust ledgers and ensure compliance with trust accounting rules

Real Property (separate from Firm’s main account)

• Maintain Operating Account and reconciliation
• Review monthly accounting in QuickBooks and adjust as necessary
• Provide relevant documentation to CPA
• Monthly & Quarterly Trust Accounting Reports (separate trust account)
• Maintain client trust ledgers
• Weekly Open Invoice Report

HR Duties

• Maintain and update SOP’s
• Lead on job postings and initial interviews
• Manage payroll and employee benefits
• Manage employee time off requests
• Provide monthly performance reports
• Quarterly Reviews with employees
• Maintain Office Personnel Files
• Manage calendar and office holidays scheduling
• Oversee monthly IRA contribution to Edward Jones

Taxes

• Serve as primary liaison to CPA for bookkeeping and tax matters
• Coordinate and make timely quarterly tax payments
• Upload all documents needed for tax prep and bookkeeping

Invoicing, Accounting, and Payments

• Generate Monthly Invoices
• Monthly Matter Reviews
• Weekly Tuesday Report
• Collect on Unpaid Invoice Balances ($50k/Month)
• Oversee Accounts Payable and Receivable
• Process Client Payments
• Maintain and Oversee Operating Account
• Bank Deposits and Check Pickup
• Monitor billing cycles
• Track time entry compliance
• Ensure accurate expense posting
• Track outstanding invoices and aging reports
• Properly bill flat fee clients
• Communicate with clients regarding outstanding balances
• Coordinate payment plans when appropriate
• Apply payments correctly in SB and move funds appropriately
• Monitor retainer balances - notify attorneys and notify clients when replenishment is necessary
• Client Trust Ledgers
• Coordinate trust transfers to operating account

Social Media/Community Engagement

• Coordinate website updates
• Oversee social media scheduling and generate social media posts
• chedule monthly social media meeting
• Draft and post on social media 3x per week
• Manage brand consistency
• Assist with community engagement
• Create graphics
• Photography
• Track engagement and audience growth
• Assist with office setup for meetings and events
• Coordinate pro-bono and community outreach

· General Firm Wide

• Monthly Rent Checks for WV Office
• Maintain Office Supplies and Vendor Relationships
• Pick up office supplies, as needed
• Post Office, as necessary
• Maintain malpractice and other insurance documentation and policies
• Oversee SB Administration
• Pickup lunch, as needed
• Coordinate small equipment purchases and delivery
• Coordinate maintenance and/or repair appointments
• Miscellaneous time-sensitive errands as directed

Job Type: Full-time

Pay: $44,290.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Administrative: 1 year (Preferred)

Ability to Relocate:

• Concord, NC 28025: Relocate before starting work (Required)

Work Location: In person

Salary : $44,290