Job Description

Office and Operations Coordinator/ Legal Assistant

About Our Firm:

We’re a small, highly focused business litigation firm based in Northern Virginia with a fully remote team. What sets us apart isn’t just our legal skill — it’s the way we show up for our clients : with clarity, consistency, and an unwavering commitment to delivering an exceptional experience.

Our values drive everything we do:

• Customer Service Superstars – We go the extra mile to make our clients feel heard, supported, and confident that we’re in their corner.
• Reliability & Accountability – We do what we say we’re going to do, when we say we’ll do it — no excuses.
• Permanent Beta – We never stop improving. We ask better questions, test smarter solutions, and always seek a better way.
• Attention to Detail – We catch the small stuff so our clients don’t have to, and we use that precision to craft smart, strategic legal solutions that serve their big-picture goals.

Position Summary: The Office and Operations Coordinator plays a vital role in ensuring the smooth and efficient day-to-day operations of our firm. This position focuses on optimizing administrative processes, supporting technology needs, and coordinating essential office functions to enhance overall productivity and the experience of our attorneys, staff, and clients. This is a hands-on role for a highly organized and proactive individual who thrives in a dynamic environment.

Key Responsibilities:

• Operational Support & Process Improvement:
• Maintain and update an operations tracking system to monitor the status of administrative projects, processes, and problem resolutions.
• Develop, review, and revise firm processes and systems, identifying opportunities for efficiency and leveraging existing resources.
• Update and maintain essential firm documentation, including the firm's Playbook, client-facing communications (e.g., welcome packets, billing emails), internal checklists, and retainer agreements.
• Develop and maintain the firm's style guide for outgoing documents to ensure consistency.
• Develop, maintain, and complete items on an administrative calendar, including annual tasks (e.g., office insurance, malpractice insurance, bar memberships, business licenses) and regular firm billing and vendor payments.
• Provide input and suggestions for firm functions and activities, including internal meetings, team celebrations (birthdays, anniversaries, luncheons), and firm parties.
• Contribute to a streamlined and cohesive standard for office operations, procedures, and internal communications.
• Serve as a communication bridge between the managing attorney and the team.

• Technology & Systems Coordination:
• Act as a primary point of contact for in-office technology support, troubleshooting basic technical issues for team members.
• Investigate and research new technologies or vendors that could enhance firm operations.
• Maintain appropriate accounts and logins across various firm systems, including court e-filing platforms.
• Provide basic training and guidance to team members on firm technologies and systems.

• Administrative & Financial Assistance:
• Assist with billing management, including reviewing and processing invoices and ensuring accurate and complete time entries from all attorneys and staff.
• Support the efficient opening and closing of matters in Clio.
• Maintain vendor relationships and review invoices to prevent overbilling or inaccurate charges.
• Coordinate client onboarding processes, ensuring a smooth integration for new team members and clients.
• Provide assistance with mail, deliveries, and courthouse filings as needed, ensuring timely processing and delivery.
• Coordinate the process of sending out staff birthday gifts and creating acknowledgments for firm anniversaries.

Position Requirements:

• 1+ years of experience in an office coordination, administrative support, or similar role, preferably in a fast-paced environment.
• Someone who thrives in a fast-paced environment, excels at keeping things from slipping through the cracks, and brings order to the storm.
• Ridiculously organized, with a sixth sense for what needs to be done next.
• Exceptional organizational and project management skills with a strong attention to detail.
• Proven ability to develop, implement, and maintain efficient processes and systems, and a love for creating systems, not just using them.
• Strong computer proficiency and tech-savvy, including expertise in Microsoft Office Suite, Clio, Wrike, and other relevant technologies.
• Excellent written and verbal communication skills, with a confident communication style that writes and speaks with clarity and polish.
• A self-starter with a "get-it-done" mindset, a love of making things run smoother, strong personal initiative, and a proactive, problem-solving mindset.
• Ability to multitask, adapt to changing priorities, and make decisions using good common sense.
• A positive attitude and an "all-in" mentality, eager to support colleagues and contribute to team success.
• Feels proud to be the behind-the-scenes glue holding everything together.
• Thrives in a people-first, growth-oriented, mission-driven environment.
• Wants to grow long-term into a leadership or firm operations management role.
• Experience in a legal environment or with legal-specific software (e.g., Clio, Wrike) is a significant plus.
• You will pick up the mail at the office one day per week in Fairfax, VA and may run an occasional business-related errand, but other than that it is remote.

Compensation: Annual salary range of $52,000 - $59,000 , depending on experience.

Benefits:

• Fully remote flexibility (with required in-person court appearances as needed)
• Unlimited PTO
• Health insurance
• Flexible working hours (our core hours are 9:30 am – 5:30 pm, but we're results-focused, not clock-focused)

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