Bookkeeper junior

Job Title: Bookkeeper Junior
Company Overview: We are a transactional law firm serving small businesses and entrepreneurs, specializing in business formations, contracts, trademark registrations, and limited estate planning. This role is vital for maintaining efficient revenue operations and supporting legal workflows in a fast-paced, system-driven environment.
Responsibilities:
A. Pricing Proposals & Client Onboarding
• Prepare and send pricing proposals or engagement summaries after sales discovery calls.
• Calculate flat fees, phased fees, or hybrid billing models based on internal guidelines.
• Ensure proposals adhere to firm templates, branding, and turnaround expectations.
• Track proposal status and coordinate internally to confirm scope before invoicing.
• Collaborate with intake and legal staff for smooth client onboarding.
B. Billing, Invoicing & Trust Accounting
• Generate and send invoices per engagement terms and billing stages.
• Accurately apply and record payments; manage allocations between operating and trust accounts.
• Maintain compliance with trust accounting rules, including proper retainer handling, accurate trust balances, and clear documentation.
• Support billing adjustments, credits, and reconciliations.
• Work with the Firm Administrator/Owner on billing queries and reporting.
C. Bookkeeping & Financial Support
• Perform light bookkeeping related to client billing and matter-level accounting.
• Maintain clear, auditable financial records.
• Assist with internal billing accuracy reviews.
• Identify and flag financial discrepancies or compliance risks proactively.
D. Legal Assistant & Paralegal Support (Under Senior Paralegal supervision)
• Prepare and file documents with government agencies (e.g., Secretary of State).
• Collect, organize, and enter client data into firm systems.
• Assist with document drafting using legal automation tools.
• Manage checklists, deadlines, and matter milestones for transactional and estate planning work.
• Organize and maintain digital client files.
• Support attorneys and paralegals with coordination tasks.
Qualifications:
Required
• Minimum 1 year billing or bookkeeping experience (law firm billing preferred).
• Understanding of trust accounting principles.
• High accuracy with financial data.
• Ability to follow structured systems, workflows, and templates.
• Confidentiality and professionalism with sensitive information.
• Strong written communication skills.
Preferred
• Prior law firm or legal services experience.
• Experience supporting transactional or estate-planning matters.
• Familiarity with flat-fee or phased fee billing models.
• Comfortable collaborating with multiple stakeholders (sales, administrators, attorneys).
• Experience working remotely as a virtual/outsourced professional.
• Familiarity with legal practice-management or billing software.
• Experience with legal document automation tools.
Skills:
Hard Skills
• Billing, invoicing, and basic bookkeeping.
• Trust accounting fundamentals.
• Data entry and financial record management.
• Document preparation and basic legal drafting support.
• Government portal filing (e.g., Secretary of State, IRS, USPTO) is a plus.
• PDF editing and document formatting.
• Calendar management and deadline tracking.
• Proficiency with Microsoft Word, Excel or Google Sheets, QuickBooks (preferred), calendar tools.
• Tech-savvy with ability to quickly learn firm software.
Soft Skills
• Exceptional attention to detail.
• Responsible, reliable, and deadline-driven.
• Comfortable and confident making client calls.
• Clear, concise, and professional communication.
• Proactive problem solver.
• Team player supportive of attorneys, paralegals, and sales staff.
• High confidentiality and discretion.
• Willingness to ask questions and seek help.
• Process-oriented and compliance-focused.
• Adaptable and efficient in a virtual work environment.

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