Front Desk Office Manager - Billing Coordinator

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We are a boutique law firm in Newport Beach with a team of 9. We primarily handle law that affects children and their families—Estate Planning, Probate, Trust Administration, Conservatorships, and Wills, Trusts Litigation. We are looking for an experienced Front Desk Manager/Billing & Collections Specialist who interacts well with people.

• Key member of the team managing the front‑end client experience as the first point of contact, providing general administrative support, and communicating effectively with clients and potential clients;

• Manages the firm’s billing, retainer replenishment, and A/R collections processes.

• You greet all potential and existing clients with a warm, friendly welcome.
• You answer the phone with a smile.
• You communicate effectively on the phone, in person, and by email.
• You build relationships with different personalities and all levels of authority, especially individuals in emotional need.
• You spot opportunities for organization where others see a mess.
• You are eager to learn new tasks and computer systems.
• You proofread your work and double‑check details.
• You stay in the office and know what’s happening in the office.
• You genuinely care about clients and want to deliver an experience that turns them into raving fans.

$20 – $26 hourly.

• Prepare and review invoices as needed.
• Monitor invoice payments and follow up with clients regarding past‑due invoices.
• Distribute invoices and supporting documentation biweekly.
• Respond to billing requests and inquiries from clients, attorneys, and paralegals.
• Communicate billing discrepancies to managing attorney and paralegals as needed.
• Provide timely communication to clients regarding trust replenishments.
• Assist with payments to third‑party vendors.

• Excellent problem‑solving and analytical skills.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to multitask and prioritize tasks.
• Comfortable with technology and adaptable to new tools.
• Strong work ethic.

We encourage the submission of a cover letter and resume. Referrals increase your chances of interviewing at Wizehire by 2x.

Location:

Newport Beach, CA