Law Firm Administrator

Position Overview:

This role functions at a COO-level within a small but growing law firm. The Law Firm Administrator is a key leader, responsible for driving the firm's strategic vision and optimizing its non-legal operations. Reporting directly to the Principal/CEO, this position ensures smooth daily operations and fosters a high-performance, positive work environment. Focused on both strategic planning and execution, the Administrator collaborates closely with senior leadership to develop and implement initiatives that support the firm’s growth and long-term success.

Key Responsibilities

Leadership and Strategic Planning:

• Cultivate a work culture aligned with the firm's values.
• Supervise non-attorney staff, including recruitment, onboarding, scheduling, training, development, performance management, and terminations.
• Provide coaching, mentorship, and leadership to meet company and client goals.
• Serve as a representative of the firm, upholding its ethical standards and professionalism.
• Partner with the CEO and leadership team to define, implement, and monitor strategic initiatives supporting growth and operational goals.
• Act as a strategic advisor, contributing to long-term planning and decision-making.
• Lead organizational change initiatives to integrate new processes, technologies, and systems across non-legal functions.
• Ensure cross-departmental alignment of business objectives, enhance communication, and streamline workflows.
• Collaborate with the CFO to provide financial oversight, including budget forecasting, cost-benefit analysis, and driving financial performance.

Operations:

• Optimize firm-wide operations by creating and implementing scalable systems and processes that enhance efficiency and reduce costs.
• Oversee risk management and compliance strategies, ensuring adherence to legal and regulatory requirements.
• Lead the firm's technology strategy, driving innovation.
• Manage daily administrative operations, including workflow management, insurance policies, document and data management, virtual facilities, and general business operations.
• Refine trust/retainer management and billing procedures.
• Collaborate closely with the Managing Attorney to ensure efficient case management and timely communications.
• Develop and manage Key Performance Indicators (KPIs) to track and improve performance.
• Manage vendors and support operational needs for technology, office administration, and marketing.
• Oversee the Potential New Client (PNC) process, ensuring smooth workflow and a positive experience for prospective clients.
• Maintain firm-wide scheduling and task management to ensure deadlines are met.
• Provide training to attorney staff as needed.
• Standardize operating procedures with supporting documentation.
• Manage the firm’s Externship program, including recruitment efforts.

Human Resources:

• Oversee talent management strategies, including recruitment, retention, and professional development.
• Foster a positive work environment, driving initiatives that boost employee engagement, retention, and productivity.
• Manage payroll and benefits administration, ensuring compliance and a positive employee experience.
• Lead the full-cycle recruiting process for non-attorney staff and support attorney recruitment.
• Manage onboarding and offboarding processes for all employees and independent contractors.
• Maintain personnel files and ensure compliance with federal, state, and local regulations.
• Oversee HR systems, policies, and processes, including performance management, compensation, and the Employee Handbook.
• Monitor attorney and paraprofessional continuing education and certifications to ensure compliance with Bar regulations.

Other Responsibilities:

• Plan and coordinate employee events and off-site activities.
• Maintain and foster a positive workplace culture.
• Perform other duties or projects as assigned.

Essential Skills and Experience

Education/Certification:

• High school diploma required bachelor’s degree preferred.
• Certified Legal Manager (CLM) strongly preferred.

Experience:

• At least 7 years in a law firm administrator or office operations management role.
• Minimum of 3 years supervising legal staff of 10 or more.
• 3 years of Human Resources experience, including recruiting and hiring.
• Proven experience managing budgets of $5 million or more.
• Experience in organizations of varying sizes, particularly small to mid-sized firms.
• Experience managing remote-first work environments.

Knowledge/Skills:

• Strong leadership and team motivation skills.
• Effective interpersonal skills, including conflict management and building trust.
• Excellent project management skills, with the ability to prioritize multiple tasks.
• Thorough knowledge of legal office procedures, terminology, and document management systems.
• High level of integrity, professionalism, and confidentiality.
• Ability to quickly learn and adapt to new technologies.
• Strong organizational skills, with attention to detail and superior follow-up capabilities.
• Client-focused mindset with strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Fluent in speaking, reading, and writing English.

Benefits

• Competitive salary based on experience and qualifications.
• Professional development and training opportunities.
• Supportive and collaborative work environment.

Application Process for Law Firm Administrator Role

We invite capable administrators excited by the prospects of supporting legal operations to apply. To begin your application, click 'Apply Now' and submit your CV along with a cover letter outlining your experience and interest in this role. We are eager to learn how your skills and background can enhance our team.

Commitment to Diversity and Inclusion

Our firm is dedicated to creating an environment where diversity and inclusion thrive. We actively encourage applications from all qualified individuals regardless of race, ethnicity, gender, sexual orientation, age, disability, or any other protected characteristic. Our hiring process is conducted with fairness and a commitment to equitable opportunities for all candidates.

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