Job Description

Office and Operations Coordinator / Legal Assistant

About Our Firm

Were a small, highly focused business litigation firm based in Northern Virginia with a fully remote team. What sets us apart isnt just our legal skill its the way we show up for our clients: with clarity, consistency, and an unwavering commitment to delivering an exceptional experience.

Our Core Values

• Customer Service Superstars We ensure clients feel heard, supported, and confident that were in their corner.
• Reliability & Accountability We do what we say well do, when we say well do it no excuses.
• Permanent Beta We never stop improving. We ask better questions, test smarter solutions, and seek a better way.
• Attention to Detail We catch the small stuff so our clients dont have to, and use our precision to support big-picture goals.

Position Summary

The Office and Operations Coordinator plays a critical role in supporting smooth and efficient day-to-day operations. This position focuses on improving administrative processes, optimizing systems, and coordinating essential office functions to elevate productivity and the overall experience of our attorneys, staff, and clients. This is a highly hands-on role for someone organized, proactive, and comfortable in a dynamic work environment.

Key Responsibilities

Operational Support & Process Improvement

• Maintain and update an operations tracking system to monitor administrative tasks and ongoing projects.
• Develop, refine, and improve firm processes and systems to enhance efficiency.
• Update and maintain key firm documentation, including the firms Playbook, client communications, internal checklists, and retainer agreements.
• Maintain the firms style guide to ensure consistency in outgoing documents.
• Manage the administrative calendar for recurring tasks (e.g., insurance renewals, bar memberships, business licenses).
• Assist with organizing internal events, milestones, and team activities.
• Support consistent standards for office operations and internal communications.
• Act as a communication liaison between the managing attorney and the team.

Technology & Systems Coordination

• Serve as the primary point of contact for basic technology support and troubleshooting.
• Research new tools or vendors that may improve firm operations.
• Maintain login information and manage access across firm systems, including court e-filing platforms.
• Provide basic training and support to team members on firm technology tools.

Administrative Support

• Assist with reviewing and routing invoices (without any bookkeeping or accounting responsibilities).
• Ensure time entries are accurately submitted by attorneys and staff.
• Support the opening and closing of matters in Clio.
• Manage vendor coordination and ensure charges align with agreed services.
• Assist with client onboarding tasks to ensure a smooth experience.
• Handle mail and deliveries (including picking up mail once per week in Fairfax, VA).
• Coordinate staff anniversary acknowledgments, birthday gifts, and similar team-related tasks.
• Run occasional firm-related errands as needed.

Position Requirements

• 1+ years of experience in office coordination, administrative support, or similar roles.
• Highly organized with strong attention to detail and the ability to keep tasks from slipping through the cracks.
• Excellent at creating and improving systems and processes.
• Tech-savvy, with strong skills in Microsoft Office Suite and familiarity with tools like Clio or Wrike (or the ability to learn quickly).
• Excellent written and verbal communication skills.
• A proactive problem-solver with strong personal initiative.
• Ability to multitask and adapt to shifting priorities.
• A positive, collaborative attitude with an all-in mentality.
• Pride in being the behind-the-scenes support that keeps everything running smoothly.
• Interest in growing into a firm operations or leadership role over time.
• Experience in a legal environment is a strong plus.
• Must be able to pick up mail weekly in Fairfax, VA; otherwise, remote.

Compensation

$52,000 $59,000 annually , depending on experience.

Benefits

• Fully remote flexibility (with occasional in-person tasks as needed)
• Unlimited PTO
• Health insurance
• Flexible working hours (core hours: 9:30 AM 5:30 PM)

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