Law Office Administrator

ABOUT THE FIRM

Cape Law Firm PLC is a small, tech-centered practice specializing in agricultural law, intellectual property, and litigation. We are intentionally lean — built for quality and precision rather than volume. Everyone here, including administrative staff, is expected to think, take ownership, and look to improve the way things get done.

ABOUT THE ROLE

The Firm Administrator owns the operational backbone of the practice: bookkeeping coordination, litigation support, billing and collections support, file and document management, calendar and deadline control, publishing the firm’s newsletter, and keeping the front of the office responsive. The systems you run are the ones the practice depends on.

This is an administrative career position, not legal training. What we want is someone who takes real satisfaction in running a professional office well, and who intends to be here for years rather than months. We will ask about tenure and we will check references.

CORE RESPONSIBILITIES

Bookkeeping and Financial Operations

• Capture, categorize, and publish receipts and expenses into the firm’s accounting system
• Track incoming payments and confirm they are applied correctly across systems
• Act as day-to-day liaison with the firm’s remote bookkeeping team — answering questions, supplying documentation, and holding the monthly reconciliation schedule
• Generate and distribute monthly prebills and invoices; follow up on aging receivables, including collections calls
• Assist with accounts payable and check preparation

Files, Documents, and Calendar

• Maintain the firm’s digital filing system — organized, current, and clean
• Manage incoming mail and paper flow: scan, name, and file
• Maintain the firm-wide calendar, including all case and matter deadlines
• Prepare and assemble routine correspondence and documents

Client Communication and Intake

• Manage calls and messages from the firm’s reception service and return them promptly
• Respond to new-client inquiries and move them through intake
• Communicate with clients as directed, including routine status updates

Newsletter and Digital Presence

• Publish the firm’s newsletter on schedule — website blog, LinkedIn, and email distribution
• Maintain the email subscriber list, segments, and sequences
• Source imagery, keywords, and tags for each post

Litigation and Transactional Support

• Manage the firm-wide calendar, including all case and matter deadlines
• Handle logistical needs of active cases: electronic court filings, scheduling process servers and court reporters, arranging depositions
• Communicate with clients as directed, including routine correspondence and status updates

General Office

• Order and maintain office supplies; run local errands (post office, FedEx, bank)
• Arrange travel and scheduling logistics
• Proofreading and copyediting

TECHNOLOGY — NON-NEGOTIABLE

Our tools are common ones, but you must be genuinely comfortable in them. We run Microsoft 365 (Outlook, Word, Excel, Teams, OneDrive and SharePoint), Adobe Acrobat Pro, cloud-based practice management software, cloud bookkeeping software, and AI tools including Claude. You should be the kind of person who learns unfamiliar software by opening it and working through it — not by waiting for someone to walk you through every step.

• Required: working proficiency in Microsoft 365 and Adobe Acrobat Pro, and comfort managing files in the cloud
• Strongly preferred: bookkeeping software (Xero, QuickBooks, or similar) and legal practice management software
• Strongly preferred: publishing to LinkedIn, a website blog, and an email newsletter platform
• Required: willingness to use AI tools daily as an ordinary part of your workflow

We believe good systems make work more enjoyable and less stressful. Everyone here is expected to ask, “Is there a better way to do this?” — and then to go do it.

WHAT WE ARE LOOKING FOR

• Three or more years in administrative or professional office support
• A track record of staying in a role and finishing what you start
• Someone who notices when something is off and fixes it without being asked
• Comfort working independently with very little supervision
• Sound judgment with confidential client information

WHO THIS ROLE IS BEST FOR

A career administrative professional who wants a stable, long-term position in a specialized and genuinely interesting practice. Someone returning to the workforce who wants real responsibility on a predictable schedule. Someone who would rather be useful than busy.

A career administrative professional who wants a stable, long-term position in a specialized and genuinely interesting practice. Someone returning to the workforce who wants real responsibility on a predictable schedule. Someone who would rather be useful than busy.

TO APPLY

We expect a large number of applications and cannot interview everyone. This posting asks one thing of you before you apply: read it carefully.

When you apply you will answer a short set of screening questions. One of them asks you to type a specific sentence from this posting. Here it is:

“I’m ready to join Cape Law Firm!”

Applicants who cannot supply it did not read the posting, and we will not review their applications.

A cover letter is optional but it helps. If you write one, tell us specifically why this role fits your life right now — not just your skills, but your situation and your intentions.

This position will remain open until filled.

Pay: $22.00 per hour

Expected hours: 18.0 – 20.0 per week

Work Location: Hybrid remote in Fayetteville, AR 72701