What are the responsibilities and job description for the Law Firm Administrator position at O'Connell Law Group?
We are a warm and family-focused Estate Planning, Elder Law, and Estate Administration Law Firm that takes pride in treating our clients like family and having business procedures that are designed to cultivate rapport and build relationships with our clients.
Summary: The Legal Administrator will be responsible for overseeing the day-to-day administrative operations of the law firm, with a particular focus on financial management and strategic growth. This role requires a proactive and organized individual who can manage a variety of administrative tasks in the virtual office environment, ensuring the firm operates efficiently and effectively. The Administrator will support all team members, drive financial planning, maintain office systems, ensure compliance with legal regulations, and oversee the office manager at the firm’s physical office, all while identifying opportunities for the firm’s growth and expansion. This is a full-time, fully remote position.
Key Responsibilities:
Virtual and Physical Office Management:
- Oversee the daily operations of the virtual office, including digital communication tools, cloud storage, and virtual meeting platforms.
Supervise the office manager at the physical office to ensure smooth operations, including facilities management, supplies procurement, and vendor relations.
Implement and maintain office policies and procedures to improve operational efficiency.
Coordinate with IT support to resolve technical issues, ensure best in class equipment, and ensure smooth operation of the firm’s IT infrastructure.
Financial Management and Strategic Growth:
Lead budgeting, financial planning, and expense management.
Oversee accounts payable and receivable, process invoices, and oversee billing inquiries.
Prepare financial reports and analyses to guide decision-making and strategic planning.
Develop and implement strategies to improve financial performance and profitability.
Human Resources:
Coordinate recruitment, onboarding, and training of new team members.
Maintain team member records, handle HR-related queries, and ensure compliance with labor laws.
Oversee employee benefits programs and performance evaluation processes.
Foster a positive remote work culture and facilitate virtual team-building activities.
When needed, coordinate offboarding of a team member.
Administrative Support:
Oversee travel arrangements needed by the team.
Assist with the organization and scheduling of virtual meetings, conferences, and firm events.
Compliance and Risk Management:
Ensure the firm complies with all applicable laws and regulations.
Oversee the management of confidential client information and ensure data security.
Oversee ongoing cybersecurity training for team.
Implement and monitor risk management policies and procedures.
Technology and Systems Management:
Oversee the implementation and maintenance of virtual office technology, including software and cloud-based systems.
Ensure the firm’s digital infrastructure supports efficient and secure operations.
Help the firm remain forward thinking in the use of technology.
Client Relations:
Maintain positive relationships with clients, addressing their needs and concerns promptly.
Qualifications:
Bachelor’s degree in Business Administration, Finance, Accounting, or a related field; advanced degree or legal administration certification preferred.
Minimum of 3-5 years of experience in office management and financial management, preferably in a legal or professional services environment.
Strong knowledge of financial planning, analysis, and reporting.
Strong proficiency in virtual office management software and legal practice management systems.
Excellent organizational, communication, and interpersonal skills.
Ability to handle confidential information with discretion and professionalism.
Strong problem-solving skills and the ability to work independently and as part of a team.
Proven track record of identifying and implementing growth strategies in a virtual setting.
Experience in supervising firm managers or similar roles.
Benefits:
Competitive salary commensurate with experience.
Comprehensive benefits package, including health, dental, vision insurance, long-term disability insurance, and short-term disability insurance.
Retirement plan with employer contribution.
Paid time off and holidays.
Professional development opportunities.
Flexible work environment with the ability to work remotely.
