Law Office Manager & Administrator (Part-Time, Remote)

Our client is a boutique law firm in New York City. The managing partner is seeking a part-time, remote Law Office Manager & Administrator.

Position Summary:

This is a remote, part-time (30 hours/week) law office manager & administrative support position assisting with the day-to-day running of the firm. The Legal Administration Clerk supports client communications, onboarding, billing and invoicing, and calendar management, helping ensure administrative tasks are completed accurately and on time.

The role reports to the Managing Partner and focuses on providing reliable administrative support, maintaining clear communication, and supporting a smooth workflow across the practice.

Key Responsibilities

Client & Communication Support

• Monitor and manage incoming firm emails.
• Respond to and triage client enquiries, including acknowledging receipt, gathering basic information, and directing matters appropriately.
• Prepare and send routine and light client correspondence using firm templates and guidance.
• Maintain a professional and consistent tone in all client communications.

Client Onboarding

• Assist with onboarding new clients, including issuing engagement letters and required documentation.
• Track the return of onboarding materials and follow up with clients as needed.
• Ensure client records are set up and maintained accurately.

Billing & Invoicing

• Prepare and issue invoices in line with firm processes.
• Maintain accurate billing and invoicing records.
• Support follow-up on outstanding invoices as directed by the Managing Partner.

Calendar & Workflow Management

• Manage the Managing Partner’s calendar, including scheduling meetings, calls, and key dates.
• Record deadlines and follow-ups and flag any scheduling conflicts promptly.

Reporting & General Support

• Keep the Managing Partner informed of completed tasks, outstanding items, and upcoming deadlines.
• Prepare basic administrative or operational reports when requested.
• Assist with ad hoc administrative tasks as required.

Service & Turnaround Expectations

This role supports a professional legal practice and requires a reliable and consistent approach to responsiveness and communication, particularly in a remote, part-time setting.

• Acknowledge incoming emails and client enquiries within one business day.
• Complete routine administrative tasks (including onboarding steps, invoicing, and calendar updates) within agreed timeframes, generally within 1–2 business days.
• Prioritize urgent or time-sensitive matters as directed by the Managing Partner.
• Communicate early if workloads or timing constraints may impact delivery.
• Provide brief updates on progress, outstanding tasks, and any issues requiring input or clarification.

Where a task cannot be completed within the expected timeframe, an interim update outlining next steps is expected. These expectations are intended to provide clarity, support effective prioritization, and ensure smooth communication in a remote working arrangement.

Skills & Experience:

• Previous experience in legal administration highly preferred.
• Strong written communication skills.
• Good attention to detail and accuracy.
• Ability to manage multiple tasks and work to deadlines in a remote environment.
• Confidence using email, calendar systems, invoicing software, and document management systems.
• High level of discretion and respect for confidentiality.

Working Arrangements

• This is a remote, part-time role with agreed working days and hours.
• The role requires reliable availability during agreed times to support client service and internal workflows.
• Some flexibility may be required to meet business needs, with reasonable notice.

Performance Focus

Performance in this role will be assessed based on:

• Timeliness and quality of communication
• Accuracy and completion of administrative tasks
• Reliability in meeting agreed turnaround times
• Clear and consistent communication with the Managing Partner