Admin Officer

1 week ago

Quezon City, National Capital Region, Philippines QC Law Office Full time

This position is responsible for the efficient, secure, and accurate management of the law firm's physical and digital case records, as well as the timely preparation, issuance, and monitoring of client invoices and statements of account. The role involves organizing and maintaining records, ensuring the consistent implementation of record-keeping policies for compliance, accuracy, and ease of document retrieval, while also overseeing billing processes to ensure that all charges accurately reflect legal services rendered, comply with client agreements, and support the firm's financial sustainability.

Main Tasks / Key Responsibilities

  1. Case Records Organization and Management

  2. Organize, digitize, and maintain physical and digital case records by scanning files, standardizing classifications, ensuring accuracy and completeness, and maintaining inventories, indexes, and document tracking for efficient retrieval.

  3. Oversight of Record-Keeping Compliance

  4. Implement, monitor, and improve record-keeping policies by coordinating with lawyers and paralegals, and ensuring compliance with legal, ethical, and regulatory requirements.

  5. Client Invoicing and Billing Administration

  6. Prepare, issue, and verify invoices and statements of account, ensuring that billing accurately reflects legal services rendered, supported by receipts and disbursement vouchers, and coordinated with legal staff for accuracy and timeliness.

  7. Billing Records Monitoring and Financial Reporting

  8. Maintain updated and secure client billing records, monitor account statuses, and generate regular billing and financial reports to support management review and the firm's financial sustainability.

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