Legal Operations Coordinator
Washington, D.C. | Full-Time | Hybrid
Boutique Service | Big Firm Experience
Sullivan & Barros, LLP is looking for a highly organized, dependable operations professional to keep the firm's day-to-day administrative and matter-tracking functions running smoothly and to work directly alongside the Practice Manager/COO.
Sullivan & Barros, LLP is a boutique Washington, DC law firm focused on DC zoning, real estate transactions and litigation, condominium/HOA law, and business law, known for pairing big-firm experience with close, hands-on client service.
This is a long-term platform role for someone who wants steady, growing responsibility working closely with firm leadership, not a stepping-stone position.
About the Role
The Legal Operations Coordinator supports the day-to-day administrative and operational functions of the firm and provides direct support to the Practice Manager/COO, including mail handling, meeting and calendar coordination, matter tracking, billing and A/R follow-up, and internal reporting. From day one, the ideal candidate is expected to manage recurring responsibilities with limited supervision and to follow through on open items until they are resolved.
This is a non-attorney administrative/operations position with no business-development expectations.
Key Responsibilities
- Manage incoming mail, including opening, sorting, scanning, routing, and tracking items requiring action.
- Coordinate client, attorney, staff, and internal team meetings, and assist with calendar management as assigned.
- Maintain the firm's active-matter tracking system, working with attorneys and staff to keep matter information and status current.
- Prepare periodic team progress and active-matter reports, and track outstanding assignments, administrative deadlines, and follow-up items for the Practice Manager/COO.
- Assist with monthly pre-bill and invoice review, flagging apparent inconsistencies or items that require attorney review.
- Work with the firm's bookkeeper and Practice Manager/COO on accounts receivable, including A/R reports, tracking outstanding balances, and coordinating collection follow-up.
- Assist with client account and matter administrative maintenance, including opening and closing procedures, and maintain operational spreadsheets, reports, calendars, and internal tracking systems.
- Coordinate routine vendor, supply, filing, records, and office administrative matters, and help identify administrative bottlenecks, missing information, and overdue items requiring management attention.
Requirements
Experience and background:
- 2-4+ years of administrative, legal, professional-services, billing, operations, or office-management experience.
- Exceptional organizational skills and attention to detail, strong written and verbal communication, and the ability to manage multiple recurring responsibilities and deadlines simultaneously.
- Strongly preferred: prior law-firm or professional-services experience, legal billing or practice-management software, A/R/bookkeeping coordination, matter/project status reporting, and familiarity with legal terminology and law-firm workflows.
Must-haves:
- No bachelor's degree required. Judgment, organization, follow-through, professionalism, and comfort working with lawyers matter more than formal education.
- Someone who notices when something hasn't been completed and follows through until it's resolved.
- Strong follow-through, with the willingness to appropriately remind and follow up with attorneys and staff.
- Professional discretion when handling confidential client, personnel, and financial information.
- Proficiency with Microsoft Outlook, Word, Excel, and Teams (or comparable business applications) and the ability to work independently while recognizing when an issue should be escalated to the Practice Manager/COO.
Why This Role Stands Out
- Direct, hands-on exposure to firm leadership through daily work with the Practice Manager/COO.
- No bachelor's degree required. The firm prioritizes judgment, organization, and follow-through over formal credentials.
- Broad, varied responsibility across matter tracking, billing/A/R, reporting, and office operations, not a single narrow function.
- A firm that values someone who notices what's unfinished and follows through, not just someone who checks boxes.
- A long-term platform role with room to take on more responsibility as trust builds.
Benefits
- Salary: $60,000-$72,000, commensurate with experience
- Year-end administrative bonus, typically around $1,000, awarded at the practice's discretion.
- 100% employer-paid medical coverage
- 401(k) available
- HSA available
How to Apply
Submit a resume and a brief cover letter explaining your interest in the role. Applications are accepted on an ongoing basis until the position is filled.
All applications are handled confidentially through Build My Great Team, the search firm managing this engagement. The hiring firm’s identity is disclosed to candidates who advance to the second interview stage.
If you need a reasonable accommodation to participate in the application or interview process, contact us at [email protected].
Equal Opportunity Employer
Sullivan & Barros, LLP is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law.