Administrative & Operations Coordinator

About D1 Discovery

D1 Discovery is a full-service litigation support, digital forensics, and eDiscovery company serving law firms, corporate legal departments, and legal professionals. We specialize in legal document production, electronic discovery, trial preparation, and digital evidence management.

Our team is committed to delivering accurate, efficient, and reliable solutions while helping clients navigate complex litigation matters and critical deadlines.

Position Overview

D1 Discovery is seeking a detail-oriented and highly organized Administrative & Operations Coordinator to support the company's daily financial, administrative, and office operations. This role is responsible for managing accounts receivable and payable, client invoicing, payment processing, payroll coordination, employee timekeeping and leave tracking, financial recordkeeping, answering incoming office calls, and overseeing general office administration. Additional responsibilities include maintaining an organized and professional office environment, coordinating office upkeep, and assisting with seasonal decorations and workplace improvements as needed.

The ideal candidate possesses strong organizational skills, attention to detail, and the ability to manage multiple responsibilities efficiently in a fast-paced, deadline-driven environment. This position requires professionalism, discretion, and effective communication skills to ensure accurate financial records, timely billing, and smooth day-to-day business operations.

Key Responsibilities

• Prepare and issue accurate invoices, track outstanding balances, process payments, manage collections, and resolve billing discrepancies and inquiries.
• Process vendor invoices, employee reimbursements, and recurring payments while monitoring company expenses.
• Track employee vacation and sick leave; compile payroll reports with employee time and leave, maintaining required payroll forms and documentation.
• Reconcile bank statements, credit card transactions, and client and vendor accounts to ensure accurate financial records.
• Prepare financial reports, revenue summaries, and expense updates while maintaining organized accounting records and supporting documentation.
• Assist with month-end close, budgeting, financial tracking, and general administrative tasks.
• Safeguard sensitive client information, financial records, and legal matter details while adhering to applicable requirements.
• Maintain organized and professional office environment, coordinate office supplies and maintenance needs, and assist with seasonal decorations and workplace improvements as needed.

Qualifications

• Previous experience in bookkeeping, accounts receivable/payable, accounting support, office administration, or a related role preferred.
• Familiarity with accounting software is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and strong general computer skills.
• Knowledge of client invoicing, payment processing, account reconciliation, and financial recordkeeping.
• Familiarity with payroll coordination, employee timekeeping, and leave tracking preferred.
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities and meet deadlines.
• Excellent written and verbal communication skills, including professional phone etiquette and customer service.
• Strong attention to detail and accuracy in financial documentation, data entry, and recordkeeping.
• Ability to handle confidential client, employee, and financial information with professionalism and discretion.
• Ability to work independently and collaboratively while managing daily administrative and office operations.
• Experience coordinating office supplies, vendor services, and general workplace upkeep is a plus.

Education

Associate degree, bachelor's degree, or equivalent relevant experience preferred.

Work Location & Schedule

This is a full-time, onsite position located in San Francisco's Financial District. Training will be provided, with initial training sessions potentially scheduled on weekends before transitioning into the regular weekday schedule. Candidates with relevant experience are preferred, but we welcome motivated individuals who are eager to learn and grow with our team.

• Monday through Friday, 9:00 AM–5:30 PM.

Compensation & Benefits

Hourly Pay: $24.00-$27.00, depending on qualifications and experience.

Benefits include:

• Health insurance
• Dental insurance
• Paid time off (PTO)
• Paid holidays
• On-the-job training and professional development opportunities

Pay: $24.00 - $27.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person