full-time 8 hours ago
Firm Administrator Assistant
Better Talent
Phoenix, AZ 85016
48,000 - 50,000/yr
About the Practice
N/A Team Members
Software Software
Office Tour & Photos
Job Description
Company Overview
We are a specialized law firm in Phoenix, Arizona, providing sophisticated legal services in a professional, collaborative, and fast-paced environment. We value integrity, accountability, initiative, and exceptional client service. Our firm embraces technology and continuous improvement, with a strong focus on building efficient systems and operations. This position offers the opportunity to work closely with the Firm Administrator and gain hands-on experience in the financial, administrative, and operational functions of a growing law firm. We offer a great compensation and benefits package, and provide regular team luncheons and breakfasts.
Position Summary
We are seeking a highly organized, tech-savvy, and dependable Firm Administrator Assistant to work directly with and support the Firm Administrator in the financial, administrative, and operational functions of the firm. This is an excellent opportunity for someone early in their career who has accounting-related experience, strong technology skills, and an interest in learning the business and operational side of law firm administration.
A key part of this role will be working closely with the Firm Administrator to build, document, and continuously improve the firm’s administrative processes and workflows. This person will be instrumental in helping translate established practices and new initiatives into clear, organized procedures and documentation that support consistency, efficiency, and firm growth.
The ideal candidate enjoys working with numbers, spreadsheets, systems, and technology and takes pride in keeping things organized and accurate. We are looking for someone who follows through, notices when something is missing or does not look right, and takes ownership of assigned responsibilities.
This position reports directly to and works under the direction of the Firm Administrator.
Responsibilities
Accounting & Financial Support
Assist the Firm Administrator with day-to-day accounting and financial administration, including accounts payable and receivable, billing support, expense and credit card processing, deposits, vendor records, financial tracking and reporting, and preparation for monthly accounting close processes.
Maintain accurate financial documentation, identify discrepancies or missing information, and follow up on outstanding items.
Firm Administration & Operations
Provide direct administrative and operational support to the Firm Administrator, including vendor and office administration, tracking systems, recurring deadlines, research, reporting, facilities support, onboarding & offboarding, and special projects.
Work closely with the Firm Administrator to develop, document, and improve firm processes, workflows, and standard operating procedures, including creating and maintaining checklists, templates, process documentation, and other tools that promote efficiency, consistency, and accountability.
Required Qualifications
Prior administrative experience in a professional office or business environment.
Experience with accounts payable, financial data entry, invoice processing, payment processing, expense administration, or similar accounting support functions.
Strong comfort working with numbers and financial information with a high degree of accuracy.
Strong technology skills and the ability to quickly learn and work across multiple software platforms and systems.
Proficiency with Microsoft Office Suite, particularly Outlook, Word, and Excel.
Strong organizational skills with exceptional attention to detail and follow-through.
Ability to create and maintain spreadsheets, tracking systems, process documentation, and organized electronic records.
Strong written and verbal communication skills, including the ability to help translate instructions and processes into clear, usable documentation.
Ability to manage recurring responsibilities, deadlines, and multiple priorities without losing track of details.
Proactive problem-solving skills and the ability to recognize missing information, discrepancies, or items requiring follow-up.
Sound judgment and discretion when handling confidential business and financial information.
Ability to work independently, take direction, and maintain clear communication with the Firm Administrator.
Professional, dependable, and eager to learn and take on increasing responsibility.
Preferred Qualifications
College degree preferred but not required; relevant administrative and accounting experience may substitute for formal education.
Experience with QuickBooks Online or similar accounting software and experience in a law firm or other professional services environment.
Law firm experience is not required.
Compensation, Benefits & Schedule
Annual Salary
$48,000 - $50,000
Bonus
Annual bonuses are discretionary.
Benefits
Paid time off such as PTO, sick days, and vacation days
Health, Dental and Vision insurance
Life insurance
Retirement benefits or accounts
Healthcare spending or reimbursement accounts, such as HSAs, FSAs, and HRAs
Long term and Short term disability insurance
Gym memberships or discounts
Wellness programs
Employee recognition programs
Schedule
M-F 9-5
We are a specialized law firm in Phoenix, Arizona, providing sophisticated legal services in a professional, collaborative, and fast-paced environment. We value integrity, accountability, initiative, and exceptional client service. Our firm embraces technology and continuous improvement, with a strong focus on building efficient systems and operations. This position offers the opportunity to work closely with the Firm Administrator and gain hands-on experience in the financial, administrative, and operational functions of a growing law firm. We offer a great compensation and benefits package, and provide regular team luncheons and breakfasts.
Position Summary
We are seeking a highly organized, tech-savvy, and dependable Firm Administrator Assistant to work directly with and support the Firm Administrator in the financial, administrative, and operational functions of the firm. This is an excellent opportunity for someone early in their career who has accounting-related experience, strong technology skills, and an interest in learning the business and operational side of law firm administration.
A key part of this role will be working closely with the Firm Administrator to build, document, and continuously improve the firm’s administrative processes and workflows. This person will be instrumental in helping translate established practices and new initiatives into clear, organized procedures and documentation that support consistency, efficiency, and firm growth.
The ideal candidate enjoys working with numbers, spreadsheets, systems, and technology and takes pride in keeping things organized and accurate. We are looking for someone who follows through, notices when something is missing or does not look right, and takes ownership of assigned responsibilities.
This position reports directly to and works under the direction of the Firm Administrator.
Responsibilities
Accounting & Financial Support
Assist the Firm Administrator with day-to-day accounting and financial administration, including accounts payable and receivable, billing support, expense and credit card processing, deposits, vendor records, financial tracking and reporting, and preparation for monthly accounting close processes.
Maintain accurate financial documentation, identify discrepancies or missing information, and follow up on outstanding items.
Firm Administration & Operations
Provide direct administrative and operational support to the Firm Administrator, including vendor and office administration, tracking systems, recurring deadlines, research, reporting, facilities support, onboarding & offboarding, and special projects.
Work closely with the Firm Administrator to develop, document, and improve firm processes, workflows, and standard operating procedures, including creating and maintaining checklists, templates, process documentation, and other tools that promote efficiency, consistency, and accountability.
Required Qualifications
Prior administrative experience in a professional office or business environment.
Experience with accounts payable, financial data entry, invoice processing, payment processing, expense administration, or similar accounting support functions.
Strong comfort working with numbers and financial information with a high degree of accuracy.
Strong technology skills and the ability to quickly learn and work across multiple software platforms and systems.
Proficiency with Microsoft Office Suite, particularly Outlook, Word, and Excel.
Strong organizational skills with exceptional attention to detail and follow-through.
Ability to create and maintain spreadsheets, tracking systems, process documentation, and organized electronic records.
Strong written and verbal communication skills, including the ability to help translate instructions and processes into clear, usable documentation.
Ability to manage recurring responsibilities, deadlines, and multiple priorities without losing track of details.
Proactive problem-solving skills and the ability to recognize missing information, discrepancies, or items requiring follow-up.
Sound judgment and discretion when handling confidential business and financial information.
Ability to work independently, take direction, and maintain clear communication with the Firm Administrator.
Professional, dependable, and eager to learn and take on increasing responsibility.
Preferred Qualifications
College degree preferred but not required; relevant administrative and accounting experience may substitute for formal education.
Experience with QuickBooks Online or similar accounting software and experience in a law firm or other professional services environment.
Law firm experience is not required.
Compensation, Benefits & Schedule
Annual Salary
$48,000 - $50,000
Bonus
Annual bonuses are discretionary.
Benefits
Paid time off such as PTO, sick days, and vacation days
Health, Dental and Vision insurance
Life insurance
Retirement benefits or accounts
Healthcare spending or reimbursement accounts, such as HSAs, FSAs, and HRAs
Long term and Short term disability insurance
Gym memberships or discounts
Wellness programs
Employee recognition programs
Schedule
M-F 9-5
About Better Talent
Better Talent is a recruiting platform focused on vacation rental and short-term rental businesses, connecting employers with a global network of more than 700,000 professionals. The company supports hiring across hospitality, property management, technology, operations, and other industries through sourcing, behavioral assessments, and hiring-process optimization. Better Talent emphasizes long-term retention and culture fit, with more than 7,000 placements made for over 600 companies.