Assistant Firm Administrator

Reiferson Dee PLC is a law firm of seasoned attorneys with a nationwide practice. We represent institutional lenders, loan servicers and borrowers in commercial and multifamily real estate transactions. The firm is recognized for its depth of knowledge and experience and is relied upon for resolving the complex issues that develop during the life cycle of a commercial real estate loan. We have significant expertise in balance sheet and securitized lending, and CMBS and agency origination and servicing, with experience in virtually every aspect of real estate finance transactions.

Reiferson Dee is seeking to add an Assistant Firm Administrator to the team. This position supports the Firm Administrator in managing administrative operations and ensuring the efficient functioning of the firm. This role assists in overseeing office services, procedures and resources to ensure smooth day-to-day functioning and to enhance attorney productivity. This role will also provide support in financial administration, including assistance with billing, reporting, and accounting processes, as directed. This position requires strong organizational and communication skills, attention to detail, and a commitment to maintaining confidentiality and professionalism in all firm matters.

Note: This role is onsite in our Canonsburg office location. 

Essential Responsibilities:

• Accounting & Bookkeeping: Provide support for accounting functions, including accounts receivable, accounts payable, reimbursement processing, and bank accounts and credit card statement reconciliation.
• Billing & Invoicing: Assist in generating client invoices, tracking billable expenses, supporting accounts receivable management, and ensuring data accuracy in billing platforms.
• Client-Specific Reporting: Support the management of required client billing accounts, including submission of monthly accruals and detailed invoices, and maintaining spreadsheets for quarterly reports.
• Compensation Administration: Assist with all aspects of semi-monthly staff payroll and member payments, including manual tracking of 401(k) deferrals and repayment of non-resident tax repayment of members.
• Retirement Plan Support: Assist with the administration of 401(k) and Cash Balance Plans, including aiding with enrollments, deferrals, and year-end contributions.
• IT & Systems Administration: Assist with all functions related to document management and attorney timekeeping systems, and support the coordination of system updates and other projects, as needed.
• Employee Benefits: Support all aspects related to employee benefits, including renewals, new enrollments and terminations. Liaise with third-party providers to assist with routine employee benefit inquiries.
• Professional and Firm Insurance Administration: Assist with the administration of professional liability, office liability and workers’ compensation policies, including researching, coordination and implementing additional coverage, as needed.
• Human Resources Record Keeping: Help maintain accurate employee records, assist with PTO tracking, support the logistics for onboarding and offboarding processes, and help with related communications.
• Office & Facilities: Assist with the general oversight of office services, firm corporate registrations and related compliance filings.
• General Administrative & Project Support: Maintain list of fixed assets, assist with the preparation of year-end financial reports, and serve as backup for various administrative tasks including time and matter management

Education and Work Experience:

• Minimum of 7 years of business or organizational administrative experience in a law firm or other professional services firm. 
• Bachelor’s degree required. Accounting, Economics, or Business management/logistics preferred.

The salary range for this role is $80,000-$90,000, dependent on qualifications and experience.