[Remote] Part-Time Firm Administrator/Bookkeeper

Note: The job is a remote job and is open to candidates in USA. Weinstein Trial Firm, PLLC is a small but high-volume civil defense litigation firm handling various claims. They are seeking a highly organized Firm Administrator/Bookkeeper to manage internal accounting functions and oversee the preparation and submission of client invoices, ensuring accurate billing and timely payment processing in a fast-paced litigation environment. Responsibilities • Prepare and submit monthly and quarterly client invoices for hourly-billed civil defense matters (no contingency work) • Generate invoices based on attorney time entries • Convert invoices into required electronic formats for client portals and legal billing systems (e.g., Legal Tracker or similar) • Review electronic submissions for errors (cut-off bills, formatting issues, missing entries) and identify, correct, and appeal rejected invoices • Upload invoices, receipts, and supporting documentation accurately and on time • Reconcile client-related expenses and attach appropriate vendor invoices, mediator fees, court costs, and third-party receipts to client bills • Manage a high volume of outside vendors with expenses passed through to clients • Ensure all reimbursements are properly documented and submitted • Pay vendors after client payment is received, per firm billing practices • Maintain and update QuickBooks, including accounts receivable and accounts payable • Record incoming payments and monitor outstanding balances • Follow up on slow-pay or non-pay accounts • Work closely with the firm’s accountant using real-time QuickBooks data • Run bi-weekly payroll through ADP (if assigned) • Respond to ADP inquiries related to payroll and benefits • Track PTO (10 days annually plus holidays) and manage time-off requests • Maintain organized electronic records across firm platforms • Use arenaflex Teams, SharePoint, and related tools to manage documents, receipts, and reference materials • Communicate professionally via email with clients, vendors, and internal team members • Identify missing information, research discrepancies, and resolve issues independently Skills • Law firm billing experience in civil defense litigation, insurance defense, government, or corporate litigation • Experience with hourly billing (no contingency-based billing) • QuickBooks proficiency • Experience with electronic billing submissions through legal billing platforms • Strong organizational skills and high attention to detail • Ability to reconcile expenses and ensure accurate documentation • Comfortable handling high-volume billing and vendor pass-through expenses • Familiarity with Legal Tracker or similar e-billing systems • Experience working in a fully remote environment • Payroll experience using ADP Benefits • 10 days PTO annually plus holidays • Training provided on firm systems and processes Company Overview • Weinstein Trial Firm, PLLC is a litigation law firm headquartered in Fort Lauderdale, Florida, representing clients nationwide. It was founded in 2025, and is headquartered in Fort Lauderdale, Florida, US, with a workforce of 2-10 employees. Its website is Apply tot his job Apply tot his job Apply To this Job Apply tot his job Apply To this Job