Firm Administrator

JOB DESCRIPTION: LAW FIRM ADMINISTRATOR

Position Type: Full-time, exempt Reports to: Managing Partner

Position Summary

The Firm Administrator position encompasses a wide range of activities with involvement of all phases of administration, personnel, finances, facilities and marketing. The Firm Administrator puts the Firms needs first and works closely with the Partners on firm-wide policy setting, problem solving, and decision making. The Administrator is responsible for planning, organizing, directing, and controlling the day-to-day operations of the firm and for directing the implementation of Firm policies. The Firm Administrator will have a high energy level; be adaptable to change; progress professionally; provide solutions; conduct themselves in an ethical, trustworthy manner; consistently increase skill and knowledge; understand and relate to others; and be dedicated to the Firm and its success.

The Firm Administrator shall be responsible for managing the administrative operations of the Firm, including supervising all non-attorney personnel; evaluating and managing the Firm’s operating and information systems; overseeing the Firms finance functions; oversight of the marketing of the Firms legal services and client development activities.

The Firm Administrator shall report to the Managing Partner and will meet with the partners on a regular, periodic basis. The Firm Administrator may consult on an as-needed basis with the Firm Partners, or any member of the Firm so designated by the Partners for specific purposes. The Firm Administrator’s responsibilities, which may be altered or added to from time to time by Partners, are described in more detail below.

Essential Functions:

Personnel and Human Resources Management

The Law Firm Administrator should have an extensive background in personnel and human resource management and will be responsible for overall non-attorney personnel management, including:

• Determining non-attorney staff needs in coordination with the Partners, practice group leaders, and supervising attorneys, as appropriate.
• Interviewing and screening applicants for non-attorney positions.
• Supervising the training of non-attorney personnel.
• Evaluating non-attorney personnel, including consulting with the Partners, practice group leaders and supervising attorneys.
• Coordinating vacation schedules of non-attorney personnel.
• Counseling non-attorney personnel who are not complying with the Firm procedures and requirements and taking appropriate disciplinary action when necessary.
• Maintaining a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.
• Participating in strategic planning process with Partners to identify and accomplish short- and long-term Firm goals.
• Handling termination of employment of non-attorney employees after consultation with the Partners and, where applicable, the supervising attorneys.
• Conducting personnel meetings.
• Maintaining personnel records for all employees.
• Handling unemployment compensation hearings.
• Determining and recommending salary adjustments for non-attorney personnel.
• Maintaining the non-attorney employment manual.
• Maintaining the attorney manual, containing policies and procedures applicable only to attorney personnel.
• Assisting the Partners in associate attorney compensation and bonus evaluation process.
• Administering, evaluating, and recommending changes, as appropriate, to, the benefits offered by the Firm, including welfare and retirement benefits.

Management of Firm Finances

The Law Firm Administrator should have a strong financial background and will be responsible for the overall financial planning, financial management and accounting supervision for the Firm, including responsibility for the following:

• Planning and implementing the Firm’s Annual budget.
• Tracking client development efforts.
• Financial and tax reporting.
• General ledger and trust accounting.
• Cash flow control.
• Managing banking relationships.
• Payroll and fringe benefits for employees.

Management of Computer and Other Operating and Information Systems

The Law Firm Administrator should have a broad knowledge of computer systems and other operating and information systems, both hardware and software, as used in a law firm environment. Duties of the Firm Administrator with respect to management of the Firm’s computer systems and other operating systems will include the following:

• Evaluating periodically the computer systems used by the Firm, including hardware and all software, to determine whether changes in these systems are merited to increase efficiency and to achieve cost savings.
• Securing and managing appropriate maintenance contracts for computer hardware and software systems.
• Managing records retention, including information storage and retrieval.
• Managing the library, including all reference materials and subscriptions.
• Managing the telephone system, including periodically evaluating the telephone system to ensure that the Firm has a cost effective and up-to-date system.

Facilities Management

The Law Firm Administrator will be responsible for the overall management of the Firm’s physical facilities and related functions, including the following:

• Office equipment, including copy machines, fax machines, postage and other mail equipment.
• Purchasing office and breakroom supplies, including food and drink items, and miscellaneous equipment.

Firm Marketing and Client Development Activities

The Law Firm Administrator will oversee the marketing of the Firm’s legal services and client development activities, including the following:

• Coordinating the preparation and periodic updating of the Firm’s brochure.
• Assisting in preparing and disseminating in a timely manner the Firms announcements for new members, new associates and other matters.
• Collaborating with Partners and Staff to determine direction and implementation of Firm advertising.
• Overseeing other activities that promote and enhance the Firm’s visibility and image in the communities served by the Firm.

Other Activities

The Firm Administrator should assist the Firm’s attorneys in recruiting attorneys, training associates, training paralegals, training legal assistants, and improving the total quality of the practice of law for the Firm’s attorneys. The Firm Administrator is also responsible for coordinating business and social functions of the Firm.

Competencies

· Superior written and verbal communication skills.

· Excellent interpersonal and customer service skills.

· Strong analytical, problem-solving, and decision-making skills.

· Ability to meet deadlines, multitask, prioritize and delegate in an environment with shifting time frames.

· Extremely proficient in Microsoft Office Suite or other similar software.

Supervisory Responsibility

The Firm Administrator directs and oversees the tasks of receptionist, firm runner, accounting, marketing specialist and client intake personnel, if applicable.

Work Environment

This job is located in a professional office environment.

Physical Demands

This is largely a sedentary role, requiring use of typical office equipment such as a computer, printer, scanner/copier, and phone.

Must be able to lift up to 15 pounds at a time.

Required Education and Experience

Bachelor’s degree in Human Resources, Business Administration, Finance or related field or equivalent number of years of relevant experience.

Additional Eligibility Qualifications

At least seven years’ experience in a senior management position.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $65,000 - $80,000