NW Legacy Law, P.S. is a boutique estate planning and probate firm in Vancouver, Washington. Founded in 2014, we help clients protect what they've built, provide for the people they love, and leave a lasting legacy for the next generation.
We take the work seriously. Our team is direct and holds itself to a high standard. We value people who take initiative, communicate clearly, and do right by clients and colleagues alike. If you bring your best and expect the same from others, you'll fit in well here.
Role Overview
The Operations Assistant supports the CEO and Operations Manager in keeping the firm running smoothly. This role owns the firm’s billing function, ensuring client invoicing, payments, and receivables are accurate and timely. This role also providing operational, administrative, and marketing support across the firm.
When this role is working well, the rest of the team can focus on clients. That’s the impact.
Key Responsibilities
Accounting Support
• Manage and pay firm operating expenses, vendor contracts, and operating agreements.
• Maintain a catalog of firm expenses with instructions for contracts, subscriptions, and agreements.
Billing
• Generate, review, and send client invoices each billing cycle in the firm’s practice management system.
• Prepare pre-bills and route them to the responsible attorney for review and approval before invoices are finalized.
• Review time and expense entries for accuracy, completeness, and correct matter coding before billing.
• Apply client payments, retainers, and trust funds to the correct matters and invoices.
• Reconcile retainer and trust balances monthly, and request replenishment when balances fall below firm thresholds.
• Set up and maintain payment plans, and track scheduled payments for matters on a plan.
• Manage recurring invoicing for the Client Care Program (CCP) and Registered Agent (RA) matters.
• Track accounts receivable and follow up on past-due invoices as directed.
• Prepare monthly billing and collections reports for leadership.
• Respond to client billing questions and resolve invoice discrepancies promptly and professionally.
CEO / Operations Manager Support
• Assist with calendar management, hiring tasks, and team member onboarding and offboarding.
• Coordinate and execute team meetings and internal events.
• Assist with marketing activities as directed.
• Manage distribution of firm communications, announcements, and invitations.
Client Care Program (CCP) Support
• Partner with the Operations Manager and CCP Team Lead to build the annual client event calendar.
• Coordinate and execute CCP client events.
• Support the annual CCP member renewal packet.
Marketing & Branding Support
• Support marketing projects as directed.
• Monitor intake call volume and update leadership as needed.
• Monitor and log online reviews (Google, Yelp, and Facebook).
• Track firm award opportunities (Best of Clark County, Best in Business).
• Post approved content on social media platforms and maintain the YouTube channel.
Office Management
• Coordinate maintenance requests and cleaning.
• Manage and maintain the phone system.
• Serve as primary liaison for vendors: maintenance, events, contractors, inspections, and technology.
• Coordinate annual service reviews with outside partners.
Administrative
• Catalog all client communications and maintain client files and matters.
• Ensure client files reflect current invoicing and payment status.
• Scan, name, and file documents according to firm standards.
• Schedule client meetings and calls for attorneys and team members as requested.
• Follow up with clients as requested.
General Responsibilities
• Answer incoming calls professionally and with care.
• Respond to emails, phone calls, and internal messages promptly and professionally.
• Consistently meet deadlines and commitments to the firm and clients.
• Attend all required client and firm meetings prepared and ready to contribute.
• Follow all firm policies and procedures consistently.
Required Qualifications
• Strong customer service skills with a professional phone presence.
• Proficient in Adobe Acrobat and Microsoft Office (Outlook, Word, and Excel).
• Basic bookkeeping or accounting skills, including comfort with invoicing and reconciliations.
• Able to balance multiple tasks simultaneously and follow through without prompting.
• Detail oriented with strong organizational habits.
• Self-motivated with the ability to adapt in a fast-moving environment.
Preferred Qualifications
• Types 40+ words per minute.
• General office experience in a professional services setting.
• Familiar with CRM platforms and workflow tools (such as Trello or Asana).
• Experience with legal billing or practice management software (Clio, PracticePanther, Smokeball, or similar).
• Familiar with trust or retainer accounting in a professional services setting.
Compensation and Benefits
NW Legacy Law offers a comprehensive benefits package:
Compensation: $23.00 - $26.00 per hour, depending on experience and qualifications
Health Insurance: Medical coverage available after 60 days of employment
401(k): Eligible after 4 months; firm provides a 4% match on 5% contribution
Paid Time Off: 10 days PTO in year one, increasing to 15 days after 2 years and 20 days after 6 years
Sabbatical: 4-week paid sabbatical after every 4 years of service
Life & Disability: Basic Life, AD&D, and Long-Term Disability at no cost
Professional Development: Annual budget for training, conferences, and continuing education
Additional Perks: Paid holidays, bereavement leave, EAP counseling, and complimentary estate planning services
Work Environment
This is a full-time, on-site position at our Vancouver, Washington office. The role is based in a shared second-floor office space. You should be comfortable sitting or standing at a computer for extended periods and able to climb stairs, bend, reach, and lift up to 50 lbs.
NW Legacy Law operates in an at-will employment state (Washington). The firm values trust, accountability, and results, and encourages team members to find a rhythm that supports high performance and a sustainable workload.
How to Apply
To apply, send two PDFs to jobs@nwlegacylaw.com: a resume and a cover letter describing your relevant experience. Please include a brief transmittal message in the body of your email.
Principals only. Recruiters, please don't contact this job poster.