Job Description

Hardy Wolf & Downing, P.A., one of Maine's leading personal injury law firms, is seeking a highly organized and capable Controller & Operations Manager to oversee the firm's internal financial systems, client trust accounting, payroll and benefits administration, and office operations -- while partnering closely with our outside accounting firm to coordinate billing, reconciliation, and financial operations.

This is a full-time, on-site leadership role focused on process oversight, documentation, and coordination between firm management, staff, and our external accounting partners.

Key Responsibilities

Financial & Operational Leadership

Serve as the in-house liaison to our third-party accounting firm (P&A), ensuring seamless coordination on bill pay, reconciliations, and month-end financials. Maintain firm-level banking permissions and monitor daily activity (bill pay, positive pay, statements). Oversee payroll approvals in Paychex; ensure timely processing of payroll, benefits funding, and 401(k) contributions. Support month-end and year-end closeout by verifying firm-side data, coordinating with P&A, and reviewing reports for accuracy. Manage vendor records, collect and maintain W-9s, and confirm accuracy for 1099 preparation.

Client Trust & Accounting Oversight

Manage client trust accounting: verify settlement documentation, receive and deposit funds, draft disbursements, and ensure reconciliations are completed monthly. Maintain accurate and complete trust records and respond to client, provider, or staff inquiries regarding deposits or payments.

HR, Payroll & Benefits Administration

Review timesheets, correct and code PTO/travel, and ensure payroll accuracy. Coordinate health, dental, vision, and 401(k) enrollments and renewals; liaise with brokers and carriers. Assist with onboarding and offboarding processes and ensure HR compliance documentation is maintained.

Operational Systems & Facilities

Maintain the firm's recurring administrative calendar and ensure finance, HR, trust, and facilities obligations are met on schedule. Provide first-line support for office systems, phones, and software; coordinate vendor services (IT, copier, shredding, HVAC, etc.). Oversee office supply inventory, petty cash, parking passes, and general facilities administration.

Qualifications

5+ years in operations, billing management, or controller-level roles (law firm or professional-services experience preferred). Proficiency in QuickBooks Online, Paychex, and familiarity with Clio Manage (or comparable legal billing software). Experience with IOLTA/trust accounting, vendor management, and benefits administration. Proven ability to document, improve, and maintain operational processes. Team-oriented mindset with a focus on shared goals, accountability, and supporting colleagues to achieve firmwide success. Prior supervisory or managerial experience preferred.
Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

401(k) matching Disability insurance Health insurance Paid time off
Ability to Commute:

Lewiston, ME 04240 (Required)
Work Location: In person