Firm Administrator

Position Overview:

The Firm Administrator will be responsible for overseeing the day-to-day operations of the firm’s two offices (downtown Jacksonville and Ponte Vedra Beach), ensuring the smooth running of various office functions. The ideal candidate will possess strong organizational skills, a solid understanding of office management, and experience in accounting, human resources, and reporting. This role will report directly to the firm's managing partners and will work closely with various departments to ensure operational efficiency.

Key Responsibilities:

• Develop and execute operational strategies to enhance efficiency, profitability, and client satisfaction.
• Oversee the firm’s financial management, including budgeting, forecasting, and performance analysis.
• Lead human resources initiatives, including talent acquisition, retention, and professional development programs.
• Manage technology infrastructure and innovation, ensuring systems support the firm’s evolving needs.
• Spearhead marketing and business development efforts to strengthen the firm’s brand and market presence.
• Foster a culture of collaboration, accountability, and continuous improvement.
• Ensure compliance with all regulatory, ethical, and risk management standards.
• Oversee accounts payable/receivable, billing, and invoicing processes.
• Prepare financial reports, including monthly and yearly financial statements.
• Work closely with external accountants and auditors to ensure compliance with financial regulations.
• Oversee trust account management and matter audits, ensuring compliance with ethical and regulatory standards.
• Assist with recruitment, onboarding, and employee training.
• Maintain employee records, ensuring confidentiality and compliance with labor laws.
• Address employee inquiries and support general HR-related functions.
• Conduct regular audits of client matters, ensuring proper documentation and adherence to firm policies and procedures.
• Collaborate with legal teams to ensure billing practices are accurate, timely, and compliant with client agreements.
• Supervise and provide support to administrative staff, fostering a positive and productive work environment.
• Monitor office operations and workflows, making recommendations for improvements.
• Maintain office supplies, equipment, and facilities management.
• Coordinate office events, meetings, and communications.
• Prepare and submit monthly and yearly performance reports to senior management.
• Track and report on key performance indicators (KPIs) related to financial, HR, and operational functions.
• Prepare annual budgets and assist with long-term financial planning.
• Collaborate with partners to optimize practice management and client service delivery.

Qualifications:

• Bachelor’s degree in Business Administration, Accounting, HR, or a related field (preferred).
• Minimum of 3-5 years of experience in office administration, preferably in a law firm or professional services environment.
• Proven experience in a similar leadership role.
• Strong knowledge of accounting principles, HR practices, and office management procedures.
• Proficient in accounting software (e.g., QuickBooks, Paychex) and Microsoft Office Suite (Excel, Word, Outlook).
• Excellent communication, organizational, and multitasking skills.
• Ability to work independently and collaborate effectively with a team.
• Strong attention to detail and commitment to maintaining confidentiality.
• Experience with legal billing and compliance standards is a plus.

Why Join Us?

• Competitive salary and benefits package.
• Collaborative and supportive team environment.
• Opportunities for professional growth and development.
• Work in a reputable and growing law firm with a focus on excellence.

To Apply:

Please submit your resume and a cover letter outlining your qualifications and interest in the position to [contact email]. We look forward to hearing from you!