Trust Account Compliance Administrator VA
A senior Trust Account Compliance Administrator keeps your client trust accounts reconciled, documented and compliant with the rules in your jurisdiction, so the principal can sign off with confidence and audits pass without findings.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Trust Account Compliance Administrator VA manages the records and reconciliations behind legal trust or client accounts. They can maintain ledgers, complete three-way reconciliations, prepare audit workpapers and monitor exceptions such as overdrawn ledgers or dormant balances. Outsource Teams provides top 1% vetted talent with legal trust accounting experience, no lock-in contracts and a replacement guarantee, while the responsible principal retains review and sign-off responsibility.
Responsibilities
- Maintain the trust or client account ledgers in LEAP, Actionstep, Clio or Smokeball with every receipt, payment and transfer supported by authorised documentation.
- Complete three-way reconciliations of the trust bank statement, cash book and client ledgers each month for the principal's review and signature.
- Prepare trust receipts, payment requests and transfer authorities for approval by an authorised signatory.
- Monitor for overdrawn client ledgers, dormant balances and unpresented items, and resolve them promptly.
- Keep the controlled money and investment ledgers accurate where the firm holds those funds.
- Prepare the working papers and schedules required for the annual external trust examination or audit.
- Track regulatory deadlines for trust reporting and statements to the law society or regulator.
- Document trust procedures, train staff on them and flag any breach immediately to the principal.
- Report monthly on trust balances, exceptions and compliance status.
Software & Tools
Requirements
- 5+ years in legal trust accounting or client account administration, with experience across full annual audit cycles.
- Detailed knowledge of trust account rules for the client's jurisdiction, such as the Legal Profession Uniform Law in Australia, the SRA Accounts Rules in the United Kingdom or IOLTA rules in the United States, or the ability to learn them precisely.
- Hands-on experience with trust accounting in LEAP, Actionstep, Clio or Smokeball.
- Advanced Excel for reconciliations and audit schedules.
- Absolute accuracy and integrity, with an understanding that all reconciliations are reviewed and signed by the responsible principal.
- Professional written English for audit correspondence, procedures and reports.
- Dependable high-speed internet, backup power and a private workspace, available in the client's business hours.
Frequently Asked Questions
What can they manage within a trust account?
They can maintain trust ledgers, record receipts and payments, prepare authorities and monitor balances and exceptions.
Can they prepare monthly reconciliations?
Yes. They can complete three-way reconciliations between the bank statement, cash book and individual client ledgers for the principal’s review.
Can they help prepare for an audit?
Yes. They can prepare working papers and schedules for annual trust examinations or audits and track regulatory reporting deadlines.
What systems can they use?
They can work with LEAP, Actionstep, Xero, Microsoft Excel, Smokeball and Clio.
How much does it cost?
Rates start at $9 USD per hour for entry level, $12 USD per hour for intermediate and $15 USD per hour for senior talent. Full-time and part-time options are available.
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