Finance Assistant

Law Offices of Robert M. Bell Full time

Location: Hollywood, Florida

Employment Type: Full- Time

Schedule: Monday-Friday, On Site

The Law Offices of Robert M. Bell, P.A. is a Hollywood, Florida firm handling family-based, humanitarian, and removal defense immigration matters for clients across South Florida. The firm has built its reputation on professionalism, integrity, and exceptional client service, and it takes the hard cases and sees them through.

We are seeking a highly organized, bilingual Finance Assistant to work directly with our Finance Manager while providing financial and administrative support to four attorneys. This position combines client communication, contract preparation, accounts receivable management, payment processing, and general administrative support.

Your practice will center on removal defense, including master calendar and individual hearings, with opportunities to handle bond matters, motions practice, applications for relief, USCIS interviews, and related immigration matters based on your experience.

The firm is looking for an attorney with a strong removal defense foundation who is ready to take meaningful ownership of cases. More experienced attorneys will have the opportunity to step directly into a high level of independence, while candidates earlier in their removal defense careers will have access to senior counsel and an experienced support team as they continue developing their skills and taking on greater responsibility.

·         Meet with clients in person, via Zoom and by telephone to review attorney-approved proposals, explain administrative contract and payment terms, answer billing questions and guide clients through the engagement process.

·         Prepare and send proposals, contracts, retainer agreements, amendments and related documents using approved templates and instructions; track signatures, outstanding documents and follow-up.

·         Set up and document authorized payment plans; collect and process payments, issue receipts, troubleshoot declined transactions and other payment-processing issues, and escalate exceptions.

·         Maintain accurate client balances, payment histories and the cash log; research discrepancies and notify the manager of adjustments requiring approval.

·         Monitor and flag accounts receivable that are between 60-90 days past due; send approved notices, make calls, send emails and text reminders, document all collection activity, and keep the Finance Manager and legal team informed.

·         Check and confirm client account balances and any required financial clearance before cases are mailed or submitted; promptly advise the assigned legal team of payment holds or concerns.

·         Prepare, organize and maintain digital and physical case files, including contract documents and financial records; coordinate handoffs with attorneys, paralegals and the manager.

·         Prepare and make bank deposits according to firm procedures and maintain supporting deposit records and reconciliation documentation.

·         Provide front desk coverage as needed, including answering calls, greeting clients, scheduling assistance and routing inquiries to the appropriate team member.

 

·         Strong customer service skills with confidence speaking to clients in person, on video calls and by phone.

·         Experience with financial administration, payment processing, accounts receivable, contracts, billing or comparable detail-oriented administrative work.

·         Excellent organization, accuracy with numbers, confidentiality, follow-through and ability to support four attorneys simultaneously.

·         Comfort using digital files, Microsoft Office, Zoom, case-management and payment systems; willingness to learn firm-specific procedures.

·         Preferred: Previous experience in a law firm, medical practice, or corporate environment is highly desirable.