Business Office Associate Job Opening

Come interview at our 1 day only hiring event from 11am - 2pm and 5pm - 8pm on Thursday, August 15th! Various shifts and full-time positions available.

Positions open at Williams Lea:

• Document Production Associate
• Proofreaders
• Accounts Payable Associate
• Expense Associate
• Collections Associate
• Creative Associates
• Administrative Associate

About each position:

Creative Associate:

Job duties:

• Create client marketing materials
• Design customized pitch materials for client presentations
• Use tracking software for all presentation work
• Meet client deadlines
• Perform quality assurance on own work and/or work of others as requested

Document Production Associate:

Job duties:

• Create and edit legal documents to client specifications using applicable software.
• Transcribe tapes, scan, and clean documents, and convert documents to/from different file formats.
• Recover/restore corrupted document files when needed.
• Handle sensitive and/or confidential documents and information.
• Communicate with managers and supervisors on job or deadline issues.

Proofreaders:

Job duties:

• Identify and correct spelling, grammar, and verbiage errors in complex legal documents.
• Detect formatting and compositional errors in documents.
• Check corrected proofs of legal documents against mark-up for comparison and quality assurance.
• Assist the Document Services team with document production and preparation as needed.
• Handle sensitive and/or confidential documents and information.
• Communicate with manager and client on job or deadline issues.
• Adhere to Williams Lea Tag policy in addition to client site policy.
• Perform other duties as assigned.

Accounts Payable Associate:

Job duties:

• Audit reimbursement and manual check requests for proper paperwork and approval(s).
• Verify and add new vendors to PeopleSoft.
• Edit general ledger account numbers and correct coding errors.
• Verify invoice information against purchase order information and process payments in accordance with policies and procedures.
• Enter vouchers and balance batches.
• Respond to inquiries within Williams Lea and from vendors, researching payment issues as needed.
• Process and distribute reimbursement and manual check requests.
• Handle sensitive and/or confidential documents and information.
• Communicate with the manager on job or deadline issues.

Collections Associate:

Job duties

• Responsible for monitoring and collection of outstanding invoices through direct contact and follow-up with each partner and the client as assigned and pursuant to Firm policy to ensure timely remittance.
• Confer with billing partners either by telephone or in-person via regularly scheduled calls or meetings to determine reason(s) for overdue AR and strategize to obtain payment as well as review the terms of service or existing agreements in effect.
• Actively and consistently update the Manager of collection activities including any potential issues related to any partner or the client requiring escalation and provide recommendations for resolution.
• Work with Manager to identify, propose and create solutions to recurring issues affecting the Firm’s ability to properly invoice its clients and/or the client’s ability to timely pay our invoices not limited to developing or revising any existing policies or procedures governing the Firm’s credit and collections policies.
• Ensure promises & commitments are adhered to by our clients.
• The daily make-up of tasks for this position may vary depending on the Firm or department’s needs.

Expense Associate:

Job duties:

• Utilize appropriate logs and/or tracking software for all-expense processing work
• Thoroughly assess job request and ensure appropriate completion of job tasks throughout task lifecycle
• Create, process, and/or audit expense reimbursement requests by ensuring the proper documentation and approvals are submitted/received
• Complete data entry to appropriate expense processing software, as needed; may include adding accounts, vouchers, requests, general ledger numbers and/or obtaining correct documentation and/or approvals
• Review requests for compliance with policies and/or procedures; escalate concerns to supervisor
• Use established procedures, standards, and formats to complete expense processing requests to client satisfaction
• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
• Communicate with team members, lead, supervisor or client on job or deadline concerns
• Meet contracted deadlines for service delivery to our clients
• Troubleshoot basic software or hardware problems

Administrative Associate:

Job duties:

• Screening and directing incoming calls, correspondence, visitors, and vendors
• Scheduling appointments and managing calendar
• Coordinate travel arrangements.
• Record and distribute meeting minutes.
• Provide secretarial/administrative services for visiting executives