What are the responsibilities and job description for the Professional Law Firm Administrator (Remote) position at DUNN LAW, P.A.?
Job Description
Job Description
Amazing, thriving, and growing Law Firm seeks a Professional Law Firm Administrator in Miami, FL . The qualified applicant will have management and leadership experience. This thriving practice requires someone who can hit the ground running and become a part of our exceptional, family-friendly team!
Overview :
Supervise and manage the day-to-day operational activities of the law firm in the following administrative firm matters : Accounting, Facilities, Human Resources, Employee Services, and Records. The ideal candidate must have at least five (3) years of experience in a leadership environment. The ideal candidate will manage all aspects of the firm so that the legal team can focus on law practice and superior work product.
Law Firm Administrator Responsibilities :
Office Management
Facilitate & Lead the day to day operations and management of the law firm
Lead Daily Huddle and guidance to administrative staff
Oversee facilities / office maintenance, including IT services, copier services, and phone systems
Manage and create operational policies, automation, and procedures
Implement, update and oversee firm policies, systemization, and procedures to ensure consistent, high-quality work product
Maintain and uphold accountability of all legal documents, including a firm-wide Policies, Systems & Procedures Manual
Administer website content in collaboration with the managing lawyer
Manage vendors, IT support, consultants and contractors, and accounts payable
Implement and maintain general office procedures / office administrative systems, supply inventory, and processes
Financial
Manage payroll, including benefits administration and compensation plans
Maintain and update the monthly budget and create a variance report
Manage trust deposits and withdrawals
Assist in financially closing cases & spotting financial trends with regards to the number of open cases, closed cases, and conversion rates
Recommend, refine and oversee the implementation of an electronic client billing system
Ensure billings, accounts, and collections are current, providing cash flow management
Generate and distribute weekly / monthly / yearly reports to managing lawyer and meet with managing lawyer to review accounts payable / accounts receivables and accounts
Supervise the firm's bookkeeping functions such as reconciling bank statements, reviewing expenses, authorizing vendor payments
Systems -
Developing and maintaining our operations manuals by effectively documenting core procedures (which includes review and revision of our current manuals)
Evaluating, developing, and improving our processes to assist the team in maximizing productivity;
Improving the performance of administrative personnel through data-driven management;
Manages staff and administrative workloads; allocates office resources efficiently
Map out the entire workflow of services provided
Review IT reports
Review case management systems and seek out additional features not taking advantage of
Develop and build out the new practice area
Business continuity plan in case of emergency
Overall Administrative Duties
Create & Manage Block calendaring schedule for the Owner and Managing Attorney
Daily\Weekly\Monthly meetings and submission and discussion of various reports to the Owner and Managing Attorneys
Staff Evaluations and Ownership of Training and Development Plans
Efficiency Reports, Discovery Reports, Motion Reports, Hearing and Depo Reports
Pipeline
Budget
Marketing
Business Plan
Settlement\AR
Expense Reports
Review, monitor, and report on firm related deadlines & tasks the Owner and Managing Attorneys need to accomplish
Help the Owner achieve their personal, professional, and financial goals
Marketing -
Manage relationships and be a key liaison with Marketing vendors to ensure vendors are producing results
Calendar, gather, and submit marketing data reporting requirements consistent with firm PSPs
Develop, implement and lead a plan to communicate with referral sources
Develop and implement Glide path and program for new clients
Plan speaking and networking events for the owner and team members to attend
Works closely with Owner to plan and coordinate local marketing events, including briefings, roundtables, and seminars
Assist Owner with enhancing the firm's visibility and image in the local market and throughout the firm
Create and implement Hurricane Marketing Plan to go into effect upon approaching storm
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