Business Support Openings

Business Support Openings

ASSISTANT CONTROLLER - $100,000

DESCRIPTION: Our client, a well-known construction company with offices in Long Island City, is looking for an Assistant Controller with strong accounting and financial reporting knowledge and follow up skills to support the firm's CFO.
REQUIREMENTS:
- Assist in preparing statements, under the supervision of a controller, that follow all regulatory and accounting guidelines. Responsible for identifying and preventing discrepancies and helping setting up control systems
- Superior knowledge of accounting principles. Must be an organized professional with a great eye for detail and be reliable and able to carry out tasks both autonomously and collaboratively.
- Assist in the preparation of monthly and annual financial statements in compliance with official guidelines and requirements
- Manage journal entries, invoices etc. and reconcile accounts for the monthly or annual closing
- Prepare monthly Work-In-Progress schedule and analyze margins
- Assist in the formulation of internal controls and policies to comply with legislation and established best practices
- Support most aspects of accounting management (billing, tax forms, union, insurance, reporting etc.)
- Assist in the preparation of budgets or forecasts
- Participate in preparation for the annual audit
- Review union and sales tax reporting
- Coordinate insurance, payroll, sales tax, union, etc. with appropriate agencies
- Help in development of reports for management or regulatory bodies
- Review the company’s accounting information to identify and resolve inaccuracies or imbalances
- Utilize accounting IT system to facilitate processes and maintain records
- Proven experience as assistant controller or other similar position
- Solid knowledge of GAAP (Generally Accepted Accounting Principles) and regulations
- Excellent knowledge of accounting and financial processes (budgeting, financial closure, reporting etc.)
- Understanding of data analysis and forecasting
- Working knowledge of MS Office (especially excel) and accounting software (e.g. SAP)
- Well-organized with ability to prioritize
- Very good communication and interpersonal skills
- BSc/BA in accounting, finance or relevant field is preferred
- Professional certification (e.g. CPA) is a plus

Contact: Amanda Weintraub at aweintraub@roberthadleyassociates.com

REGIONAL HR MANAGER – Hackensack, NJ to 100K+ DOE

Our client a busy growing regional law firm with offices located throughout NJ is seeking a Regional Human Resources Manager. This is a great opportunity for someone to use their managerial experience to help set policies and procedures as well as develop a firm culture. The ideal candidate will have experience leading a team including managing managers. For this role you must have an understanding of how to create an implement organizational structure and handle employee relations. The Regional Human Resources Manager will be responsible for overseeing the staff of all the firm’s offices.

Requirements and Responsibilities

• Maintains and enhances the firm’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices.
• Maintains the work structure by updating job requirements and job descriptions for all positions.
• Maintains firm staff by establishing a recruiting, testing, and interviewing program; counseling managers on candidate selection; conducting and analyzing exit interviews; recommending changes
• Prepares employees for assignments by establishing and conducting orientation and training programs.
• Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.
• BA/BS preferred
• At least 3 years of staff management experience
• Ability to manage more than one location
• Strong written and verbal communication skills

Interested candidates should email resume to smartin@roberthadleyassociates.com

COLLECTIONS SPECIALIST- $50,000 DOE
Immediate Hire – LONG ISLAND CITY

DESCRIPTION: Our client, a well-respected construction company, is in the process of hiring a second Collections Specialist in the Accounting Department for their Long Island City office. Prior experience in Collections required; preferably from a Professional Services industry (Law firm, Construction companies, Accounting firms etc). Their growing Department needs to add the following:

REQUIREMENTS:
- Making collection calls and/or correspondence
- Assisting with collection issues, process customer refunds, process and review account adjustments, resolve client discrepancies and short payments, customer
reconciliations and processing credit memos.
- Accountable for reducing delinquency for assigned accounts
- Perform other assigned tasks and duties necessary to support the Accounts Receivable Department
- Must communicate & follow up effectively with sales department regarding customer accounts on a timely basis
- Weekly and monthly reporting to direct supervisor
- Monthly Delinquency notices
- Processing monthly credit memos and the appropriate reporting
- High volume phone calls to assigned delinquent customers
- Manage customers on the shutdown report
- Reconcile customer disputes as they pertain to payment of outstanding balances that are due
- Provide excellent & considerate customer service to dealers and sales
- Internal and External customer interface
- Participate in team planning meetings
- Meet defined department goals and activity metrics
- 5+ years High Volume corporate Collections experience
- Knowledge of Billing and Collections procedures
- Accounts Receivable knowledge/experience a plus
- Experience with AIA Billing a plus!

CONTACT: Amanda Weintraub at aweintraub@roberthadleyassociates.com

 

ACCOUNTS PAYABLE COORDINATOR - $55,000 DOE
Immediate Hire – Downtown

DESCRIPTION:

Our client, a well-respected international law firm, is in the process of hiring an Accounts Payable Coordinator in their downtown NY office. Their growing Accounting Department needs to add an Accounts Payable Coordinator with the following:

REQUIREMENTS:
3 years minimum of accounts payable experience from a mid to large law firm required
Experience entering invoices disbursements into the Firm's accounting system
Reviews and enters vendor invoices into the accounting system
Reviews travel expenses and invoices processed via Chrome River
Inputs soft costs and processes cost transfers
Collates and mails checks
Scans invoices to archiving system
Vendor set-up and maintenance
Proficiency with Microsoft Excel, Outlook, Chrome River and Elite or 3E accounting system
Hours: 9:30-5:30
Salary: $55K DOE

CONTACT: Amanda Weintraub at aweintraub@roberthadleyassociates.com

LEGAL INTAKE SPECIALIST – to $60K DOE

Our client a busy family law boutique law firm is seeking a Legal Intake Specialist for its Hackensack, NJ office. Candidate should have excellent communication and organizational skills. The Legal Intake Specialist is responsible for being the first point of contact for all potential and new clients. You will evaluate the needs of the potential client and refer them on to the appropriate attorney. You will be responsible for following up with both firm attorneys and clients to makes sure that needs are being met. The firm will train and this is a great opportunity for a recent college graduate with sales or customer service experience looking for their first legal job. Fluency in Spanish is a big plus but not required.

Requirements
• Strong verbal and written communication skills
• BA/BS degree
• Excellent Organizational skills
• Prior sales or customer service experience

Interested candidates should email resume to smartin@roberthadleyassociates.com

SENIOR COMMUINCATIONS COORDINATOR

Immediate hire- Midtown law firm- To 85K DOE, Plus paid o/t!
Great Benefit Package!

DESCRIPTION: A prestigious international law firm is looking for a Senior Communications Coordinator with at least 5+ years of experience in communications and/or media relations, preferably for a law firm coupled with a Bachelor’s degree in public relations, journalism, communications, and/or marketing (required). Ideal candidate will have experience managing the legal directory and awards/accolades programs, well versed in social media strategy, tactics, and execution, proficiency in Microsoft Office Suite and working knowledge of Meltwater, Hootsuite, PRNewswire, and other media relations technologies. Must have superb communication, interpersonal, and presentation skills. In addition to strong organizational skills with a meticulous attention to detail.

RESPONSIBILITIES:
• Collaborate with practice group leaders, partners, and business development colleagues to insert the firm’s partners and practices into breaking news, business, and trend stories and to position the firm's capabilities and experience with messages that resonate with clients and prospects.
• Partner with and help manage the firm’s external PR agency to include: drafting press releases (lateral hires, client successes, office moves, etc.), identifying story ideas, conducting media pitching, arranging background briefings, fielding/vetting reporter queries, preparing partners for interviews, and providing guidance on publication and speaking opportunities on topics of strategic interest to the firm and its practices/partners.
• Oversee tracking, monitoring, and reporting of firm and attorney media mentions internally and externally on the firm’s website and social channels.
• Manage the firm’s legal directories submissions process – primarily focused on Chambers and Best Lawyers – by partnering with the business development team (which crafts the firm’s directories submissions) to ensure adherence to deadlines and directory best practices.
• Assist in developing content for survey and award submissions.
• Other ad hoc projects as needed.

Please email your resume in confidence to lglorig@roberthadleyassociates.com with salary expectations.

Business Intake and Conflicts Analyst – NJ to $60,000 DOE

Our client a major NJ based law firm has an immediate opening for a Business Intake/Conflicts Analyst in the firm's Case Management Department. The ideal candidate will have law firm and conflicts experience in processing new client/matter electronic intake forms.


Responsibilities:
• Conducting daily conflicts research, running timely, accurate conflicts searches, analyzing conflicts reports, maintaining data in a conflicts database.
• Processing electronically all new matter and client opening requests.
• Responsible for data integrity.
• Interaction with attorneys and support staff pertaining to the Conflicts Group and its processes.

Qualifications:
• Law firm experience preferred.
• Conflicts of interest database experience a plus.
• Microsoft Word/Excel experience required.
• Proven aptitude to learn new software applications. Prior experience in utilizing Aderant Expert or other automated conflicts systems preferred.
• Excellent analytical and problem solving abilities.
• Multitasking, time management, excellent organization skills and ability to meet rapid deadlines.
• Strong written/verbal communication skills and attention to detail.
• Must demonstrate a high degree of trustworthiness commensurate to handling confidential and sensitive material.
• Flexibility to work additional hours as needed.

Interested candidates should email there resume to smartin@roberthadleyassociates.com

PATENT DOCKETING SPECIALIST
Immediate hire- Either in NYC or Silicon Valley- To $90K DOE, Plus paid o/t!
Great Benefit Package!

DESCRIPTION:

Technology law firm seeks a bright and articulate Patent Docketing Specialist for either its NYC or Silicon Valley office. Must have 3+ years of patent docketing experience for both U.S and foreign patent applications. Must be able to handle a large patent portfolio and work in a fast-paced environment. In addition, must have experience using a docketing software system and strong analytical as well as organizational skills.


RESPONSIBILITIES:
• Responsible for docketing a substantial patent portfolio
• Process incoming communication from the USPTO and WIPO
• Familiar with Foundation IP and/or a similar docketing software
• Communication with USPTO, Foreign Agents, and Attorneys etc.
• Assist with ad hoc projects as needed

Please email your resume in confidence to lglorig@roberthadleyassociates.com with salary expectations.

PATENT DOCKET COORDINATOR – NJ to $70,000 DOE

Description:


Our client a mid-size regional law firm is looking for a Patent Docket Coordinator for its West Orange office. The Patent Docket Coordinator must have at least 5 years of docketing experience at a law firm or corporation. Patent Docketing Coordinator is responsible for entering docket dates into docketing software Patricia (Patrix). Preparing customized reports, maintaining firm\'s docket in an up-to-date manner to ensure that court and/or filing dates are not overlooked. Tracking critical dates and related details and delivers information to attorneys and staff. Distribution of daily and weekly individual dockets to attorneys, paralegals and assistants, maintaining and staying abreast of rule and procedural changes. Experience with Foreign Patents is a big plus!!

Requirements
• At least 5 years Patent Docket Experience at a law firm or corporation
• Knowledge of Patent Docketing Software - Patrix
• Strong written and verbal communication skills
• Experience with Foreign Patents a big plus!!
Interested candidates should email resumes to smartin@roberthadleyassociates.com

TEMP TO PERM ENTRY ADMINISTRATIVE ASSISTANT

Immediate Hire - Midtown Manhattan

 

DESCRIPTION: Our client, a boutique full service law firm, is currently seeking an entry Administrative Assistant to support a group of busy attorneys. Excellent opportunity to get your foot in the door of a thriving firm and gain law firm experience. Excellent academic credentials and strong computer and social media skills required.

 

REQUIREMENTS:

BA required

Excellent oral and written communication skills

Strong computer skills including MS Word, Excel, PowerPoint and Outlook

Strong literacy in Social Media platforms including Facebook, Instagram, Twitter, Snapchat, etc.

Will provide back up support to reception so pleasant demeanor and telephone skills required

Willingness to take on new tasks as needed

Contact: aweintraub@roberthadleyassociates.com

BILLING COORDINATOR(S)
Immediate Hire- Int. Law Firms in NYC- $65K- $80K DOE, Plus paid o/t!
Great Benefit Package!

DESCRIPTION:

We are looking for professional Billing Coordinator (s) with 2+ years’ experience. Ideal candidates will be experienced using Elite, 3E, Aderant, and/or other similar billing program. Must be able to work in a very fast-paced environment and handle large volume of bills. Must be able to interface with billing attorneys regarding billing matters – review, edit, and prepare pre-bills. Candidates will monitor and assist with pricing rates, prepare final invoices, and coordinate transmittals to clients. In addition, they will monitor and assist with collection efforts, including processing monthly reminder statements, maintaining status updates in the database and responding to client inquiries. Bachelor’s degree, including courses in Accounting and/or Finance is highly preferred. Must be able to provide excellent customer service and prioritize work effectively.

RESPONSIBILITIES:


• Generate and distribute pro formas.
• Create invoices.
• Edit cost, time, and narratives.
• Identify and resolve billing issues, both in paper format and e-billing format.
• Work with billing attorneys and their assigned secretaries.
• Other duties as may be assigned to fully meet the requirements of the position.

Please email your resume and salary requirements in confidence to lglorig@roberthadleyassociates.com.

 

WORD PROCESSING OPERATOR $55,000
DAY SHIFT - 9:00AM - 5:00PM

Our law firm client is seeking to hire a mid-level skilled Word Processing Operator to work a 35 Hour Work Week. Our client has the ability to offer some flexibility the start time for this day position. Your previous work experience should be from the Word Processing Center of law firm and you should have experience working with all Practice Groups. You must be able to convert documents, handle corrupted documents, work with difficult handwriting, etc. You must have advanced technical skills in MSW and be able to do TOA’s, TOC’s, Headers, Footers, Colums, Charts, Graphs, Macros, Mergers, Auto Page Numbering, etc. and be able to create, import and/or edit correspondence, pleadings, briefs and other large documents. Work needs to be clean and returned quickly.

REQUIREMENTS:

WP Experience from a law firm
Advanced MSW 2010
Excel
PowerPoint
Bachelor’s a+
Flexibility for overtime
Great attention to detail

If you would like to be considered for this position, please send your resume to dburo@roberthadleyassociates.com for confidential review.

 

EXECUTIVE ASSISTANT- Temporary
Immediate hire- Technology Co. in NYC- Pay $30 per/hr.+ DOE

DESCRIPTION: A stable and established technology Co. in NYC seeks a polished and professional Executive Assistant on a temporary basis. However, if you are able to prove yourself, there is a need for a permanent employee in this spot. Ideal candidate will have 7+ years of administrative experience, strong MS Office skills, and the ability to support multiple C-Level people. Must be detailed, organized, and have common sense. The ability to stay calm under stressful situations and the desire to always do a good job is required. A college degree is not needed, but preferred. If you meet these requirements, please feel free to submit your resume and salary requirements.

RESPONSIBILITIES:
• Gatekeeper for the CEO and 3 other C-Level professionals
• Handle calendar management
• Coordinate meetings to include conference room scheduling, audio visual setup, teleconferencing, travel logistics, meal catering, and special event planning.
• Maintain executive confidences and protect operations by keeping information confidential.
• Screen calls for the CEO, which include internal/external customers, media, sales and other various business relationships.
• Monitor emails during evenings and weekends due to nature of the business.
• Ability to use MS Office (will be tested)
• Fill in for the Receptionist when on lunch and/or a break.
• Provide support for special projects.
Please email your resume in confidence to lglorig@roberthadleyassociates.com with salary expectations.

 

 

BILLING COORDINATOR -$72-79,000
Immediate Hire - MIDTOWN LAW FIRM
Hours: 9:00 – 5:30

DESCRIPTION:

Our client, an international law firm, needs to hire an experienced Billing Coordinator to interface with billing attorneys regarding billing matters – review,, edit, and provess prebills. Will also maintain and distribute information on special client time reporting and billing requirements. Candidate will monitor and assist with pricing rates, prepare final invoices and coordinate transmittal to clients. Will also review and update and analyze daily, monthly, and quarterly reports and monitor accounts regarding reconciliation and adjustments. In addition, candidate will monitor and assist withcollection efforts, including processing monthly reminder statements, maintaining status updates in database, and responding to client inquiries. Lastly will maintain files and documentation in accordance with firm policies.

REQUIREMENTS:

Bachelor’s degree preferred, including courses in Accounting and/or Finance
Two years billing experience, preferably in a law firm or other large organization
Aderant experience, or comparable accounting software: MSOffice, including Word and Excel; 10-key calculator.
Proficient use of PC and knowledge of MS Office.
Must score 55wpm with a 2% or less error rate on the firm’s administrative typing test and a 76% or higher on the firm’s spelling test.
Provide excellent customer service and plan and prioritize work effectively
Able to maintain confidential information
Please email your resume to : Dhorowitz@roberthadleyassociates.com

LEGAL BILLING COORDINATORS

4- Openings/Immediate Hire
New York and New Jersey

DESCRIPTION:

Law firm billing is hot!!!! Our well known law firm clients are looking for experienced billers. Several positions available for immediate hire. Candidates should have law firm billing experience knowledge of Elite, Aderant or other legal billing software, E-billing, accounting, the ability to work in a high pressure environment, with strong communication skills.

• Senior Billing Coordinator 5+ years – Midtown – mid-size firm, supervisory experience, work as part of a larger billing team, Aderant is a big plus!
• Billing Coordinator for a Global Law Firm – Midtown 1-2 years of experience with Elite, E-billing, and ability to edit pre-bills.
• Billing Assistant – Downtown Dynamic Corporate firm- E Billing, ability to communicate with vendors and clients and Elite experience preferred
• Billing and Collections Assistant for growing NJ firm. 1-2 years of experience with collections and billing, must love numbers!

REQUIREMENTS:

Strong attention to detail
Knowledge of Aderant, Elite, or other legal billing software
Strong Communication skills
BA/BS preferred

CONTACT: Stephanie Martin at smartin@roberthadleyassociates.com