Legal Bookkeeper & Office Manager in Fairfax, Virginia at Ben Glass Law

About BenGlassLaw

BenGlassLaw is a growing law firm focused on helping individuals with personal injury and long-term disability claims. We are seeking an organized, detail-oriented, and proactive Office Manager & Bookkeeper to oversee the firm's day-to-day financial operations while helping ensure our office runs smoothly and efficiently.

This position combines approximately 75% bookkeeping responsibilities and 25% office management responsibilities. The ideal candidate enjoys working with numbers, improving processes, supporting a team, and taking ownership of both financial and operational tasks.

Key Responsibilities

Bookkeeping & Financial Operations (75%)

• Process trust account deposits and disbursements for personal injury and long-term disability matters.
• Maintain accurate financial records in QuickBooks Online.
• Create and process client invoices and settlement disbursements.
• Transfer earned fees from trust accounts to operating accounts.
• Process vendor payments, operating account checks, ACH payments, and recurring expenses.
• Reconcile operating, trust, and credit card accounts monthly.
• Review settlement statements and verify costs, attorney fees, referral fees, and client distributions.
• Maintain W-9 records and prepare annual 1099 reporting.
• Process quarterly Virginia tax payments and assist with year-end reporting.
• Maintain organized, audit-ready financial records and supporting documentation.
• Work closely with the firm's CPA and other financial advisors as needed.
• Assist with trust account compliance and reconciliation processes.

Office Management & Operations (25%)

• Serve as the primary point of contact for building management regarding maintenance requests, office improvements, security, and facility-related issues.
• Coordinate with technology vendors and IT support providers to help ensure office systems, phones, internet, and equipment remain operational.
• Maintain relationships with office vendors, including copier providers, shredding services, office supply vendors, cleaning services, and other business partners.
• Manage office supply inventory and ordering.
• Coordinate office repairs, maintenance, and vendor scheduling.
• Assist leadership with operational projects and process improvement initiatives.
• Help ensure the office remains organized, professional, and welcoming for clients and employees.

We are a personal injury and long-term disability law firm located in Fairfax, Virginia. We are good at what we do; have a terrific reputation and lots of good consumer reviews. Check the law firm out at www.BenGlassLaw.com. We have a number of videos at YouTube that would probably be important to look at before deciding if this would be a good fit for you.

Benefits: 12 paid holidays, paid time off, medical/dental/vision insurance, FSA, EAP, 3% employer 401(k) contributions, profit sharing, employer paid life insurance, employer paid short- and long-term disability.

Qualifications

• 3+ years of bookkeeping, accounting, office management, or related experience.
• Strong experience with QuickBooks Online.
• Experience reconciling bank and credit card accounts.
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential financial and personnel information.
• Strong communication and customer service skills.
• Ability to manage multiple priorities and work independently.
• Proficiency with Microsoft Office and cloud-based software.

Preferred Qualifications

• Experience in a law firm or professional services environment.
• Familiarity with trust/IOLTA accounting.
• Experience with legal case management software such as Filevine.
• Experience coordinating vendors and managing office operations.
• Experience supporting HR, payroll, or employee onboarding functions.

What Success Looks Like

• Trust and operating accounts are accurate and reconciled on time.
• Financial records remain organized and audit-ready.
• Settlement disbursements are processed accurately and timely.
• Vendors and office operations run smoothly with minimal disruption.
• Employees receive prompt support for operational needs.
• Leadership can rely on accurate financial information and strong administrative support.
• Opportunities for process improvement are identified and implemented proactively.

If you enjoy creating order, solving problems, supporting a team, and taking ownership of important financial and operational responsibilities, we'd love to hear from you.

Thanks for reading to the end…we know from experience not many people do, so you stand out already! Do you want to stand out from other candidates? Be sure to include a cover letter that tells me why YOU would be perfect for this position. We review a lot of resumes, so make sure you stand out in the crowd. I look forward to reading your application.