Legal Administrative, Billing Assistant

🔥 18 minutes ago

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Veta Virtual

WebsiteLinkedInAll Job Openings

11 - 50 employees

🤝 B2B

☁️ SaaS

⚡ Productivity

B2B • SaaS • Productivity

Veta Virtual is a company specializing in virtual receptionist and virtual assistant services. They provide a range of services including phone answering, inbound and outbound call management, appointment scheduling, and call overflow handling. Their services are designed to convert callers into clients by delivering personalized experiences through dedicated live receptionists. Veta Virtual works across various industries, including legal, accounting, and medical, helping businesses maintain a professional image, improve customer service, and free up internal resources. The company emphasizes human interaction with 100% real human receptionists who integrate seamlessly with existing phone providers, offering a cost-effective solution compared to hiring full-time staff.

📋 Description

• As a Legal Administrative & Billing Assistant , you will support the firm's attorney and managing partner across two core areas — legal administrative operations and billing preparation. • Manage and filter the attorney's email inbox — organizing incoming correspondence, flagging priority items, drafting responses, and ensuring nothing important falls through the cracks. • Handle outbound client calls via Lawmatics — managing PNC follow-ups and time-sensitive client communications that require immediate attention, typically 2–3 calls per day. • Navigate Lawmatics CRM for client intake, pipeline management, and communication tracking — helping develop and refine internal workflows as the firm continues to build out its systems. • Prepare weekly billing — exporting billable time and expenses to Excel, running spell check, making corrections, and creating accurate draft invoices ready for attorney review. • Work toward independently running weekly invoices once fully trained — taking ownership of the billing cycle from prep through invoice generation. • Maintain client files in both Clio Manage and Lawmatics — keeping all records organized, current, and compliant with firm standards. • Support ad hoc administrative tasks and correspondence as they arise — adapting quickly to shifting priorities and contributing wherever the firm needs support.

🎯 Requirements

• Experience with Lawmatics or a similar legal CRM — familiarity with navigating, configuring, and managing client pipelines inside a legal practice management platform is strongly preferred. • Experience with Clio Manage or a similar legal case management system is a strong plus. • Solid Excel proficiency — you are comfortable exporting data, running checks, making corrections, and building clean billing reports without hand-holding. • Prior experience in a law firm, legal administrative, or legal billing role is preferred — but candidates with strong billing and administrative backgrounds from other industries will be considered. • Exceptional written and verbal English communication skills — you will be communicating with clients and attorneys on behalf of the firm and your professionalism reflects directly on the practice. • Highly organized and detail-oriented — billing accuracy is non-negotiable and you take pride in getting every number and every record right. • A proactive, self-starting mindset — you anticipate needs, solve problems independently, and do not wait to be told what to do next. • Comfortable working in a small, fast-paced firm environment where processes are still being built and your input on improving workflows is genuinely valued.

🏖️ Benefits

• 10 paid vacation days per year plus all U.S. federal holidays. • 100% remote — work from anywhere in LATAM or Europe with a professional home setup. • A stable, supportive role inside a boutique law firm where your organizational skills and billing accuracy directly support the firm's growth and client experience. • A collaborative, transparent work environment through Veta Virtual and our client — where your reliability and attention to detail are genuinely valued from day one.