Billing Manager Jobs

Office Manager — Billing & Administration

Manasserian Law, APC · Pasadena, CA · Full-time · In-office or hybrid

About the firm

Manasserian Law, APC is a Pasadena litigation firm focused on judgment enforcement and business litigation. Learn more at www.manasserian.law.

The role

The Office Manager owns the firm's monthly billing cycle, accounts receivable, accounts payable, and the administrative operations of the office. You will report directly to the Firm Administrator and work closely with our attorneys and paralegals.

This is a hands-on role for someone who likes owning a process end to end, and takes satisfaction in a clean month-end close and a short receivables aging. Familiarity with Clio or other legal-based software is a plus.

What you will own

Billing and collections

• Run the monthly pre-bill cycle for roughly ten timekeepers: review time entries for accuracy, consistency, and compliance with billing guidelines, and route corrections back to the timekeeper

• Generate invoices, coordinate attorney review and approval, and send invoices

• Record payments daily

• Own the receivables aging: follow up on open invoices on a set schedule, work the 60-day and 90-day buckets personally, and report aging to the Firm Administrator

• Calculate and process origination and referral payments when invoices are paid

Accounts payable

• Set and maintain the monthly budget for hard costs and advanced costs

• Process vendor invoices, schedule and pay bills, and keep the outstanding-vendor list current

• Make sure advanced costs are billed to clients

• Work with the firm's CPA on bookkeeping, QuickBooks, year-end, and 1099s

HR administration

• Run biweekly payroll in Paylocity

• Maintain employee files, I-9s, PTO accruals, and new-hire packets

• Administer 401(k) and health benefits with the firm's providers and broker

• Keep required workplace postings current

Office and compliance

• Calendar and renew the firm's business license, Secretary of State filings, and insurance policies

• Maintain the firm's compliance documents and corporate records

• Manage vendors, equipment, office supplies, and furniture

• Coordinate with the firm's outside IT provider; maintain the master lists of software licenses, equipment, and user accounts

Process

• Document the billing, AP, payroll, and onboarding procedures you own, and keep them current

• Suggest and implement improvements that shorten the billing cycle and speed up collections

What we are looking for

Required

• 5+ years of law firm billing or legal accounting experience, with at least 3 years running a full monthly billing cycle in a firm billing hourly

• Experience with accounts payable, accounts receivable, and receivables management

• Working knowledge of QuickBooks Online

• Familiarity with California trust accounting rules and the State Bar's client trust account reporting requirements

• Strong attention to detail, comfort with numbers, and the discipline to hit a fixed monthly close

• Discretion with confidential client and employee information

Preferred

• Experience with Clio Manage

• Experience running payroll (Paylocity or similar) and administering small-firm benefits

• Experience as an office manager or firm administrator at a firm of 10 to 25 people

• Familiarity with NetDocuments and Microsoft 365

Compensation and benefits

• Base salary of $85,000 to $105,000, depending on experience

• Health insurance

• 401(k) eligibility after 90 days

• Paid time off and paid holidays

• In-office/hybrid role in Pasadena

How to apply

Send a resume and a short note (a few sentences is fine) describing how you run a monthly pre-bill and invoice cycle, from time-entry review to sending the invoices. Applications without the note will not be considered.

Manasserian Law, APC is an equal opportunity employer.

Pay: $85,000.00 - $105,000.00 per year

Benefits:

• Relocation assistance

Work Location: Hybrid remote in Pasadena, CA 91103