Law Firm Administrator

Company Description

Salehi Boyer Lavigne Lombana, P.A. is a modern, boutique law firm focused on providing excellent advocacy and client service. Salehi Boyer Lavigne Lombana, P.A. was founded by passionate lawyers dedicated to providing advice and expertise at the highest level, specializing in the defense of First-Party Property and Third-Party Liability Insurance Claims, Coverage Recommendations for Commercial, Surplus, and State Insurance Carriers, Commercial Contract Drafting and Negotiations, and Commercial Disputes. The Founders’ vision of what an ideal law firm looks like is what sets Salehi Boyer Lavigne Lombana, P.A. (“SBLL”) apart. SBLL is not an ordinary insurance defense firm, it’s a think-tank where attorneys are rewarded for coming up with creative solutions to complex problems. Our attorneys have extensive experience in a broad range of areas; we have aggressively litigated thousands of lawsuits and successfully conducted numerous jury trials. SBLL represents clients throughout Florida, in State and Federal Court.

Role Description

We are seeking a dynamic and experienced Firm Administrator to oversee and enhance the daily operations of our Miami-based law firm. The ideal candidate will have a proven track record in managing office environments, maintaining firm technology and software, and supporting both in-office and hybrid staff. This role requires a meticulous organizer who thrives in a fast-paced setting, ensuring seamless operations and excellent employee management.

Key Responsibilities:

Operations Management:

• Ensure a professional and positive work environment through effective communication and resource management.
• Supervise and support office staff including reception, IT support, and hybrid workforce coordination.
• Oversee and troubleshoot firm technology and subscriptions.
• Manage relationships with third-party vendors and handle firm logistics including parking, gym access, and building maintenance.
• Maintain meticulous records of building and software invoices, payments, and compliance with regulatory requirements.

Human Resources:

• Drive recruitment processes, including posting job ads, screening candidates, and interviewing for various roles within the firm.
• Administer employee onboarding and training, ensuring a smooth integration into the firm’s culture and systems.
• Develop and implement HR policies, manage employee relations, and oversee performance evaluations.
• Coordinate employee benefits, compensation, and firm events such as quarterly team building outings and holiday celebrations.

Client and Vendor Relations:

• Act as the primary point of contact for client administrative matters, ensuring all client guidelines and requirements are met.
• Manage client relationships and oversee the creation of client-related materials and compliance with client protocols.

Marketing Support:

• Assist in promoting the firm through content creation for social media, website updates, and managing attendance at conferences and seminars.
• Collaborate with vendors to produce marketing materials and track marketing effectiveness through various KPIs.

Information System Maintenance:

• Ensure up-to-date maintenance of essential firm databases and documents including case counts, vendor invoices, and client approval processes.
• Regularly update training materials and internal documentation to support firm operations and compliance.

Accounting and Financial Management:

• Collaborate with third-party accounting firms to manage accounts payable and receivable, ensuring timely and accurate billing and collection processes.
• Oversee the reconciliation of financial statements and sync between case management software (CLIO) and accounting systems like QuickBooks.
• Ensure compliance with financial policies and procedures, and manage regular audits to maintain financial health.
• Monitor and approve expenditures, maintaining a detailed record of all transactions and ensuring they align with budgetary guidelines.
• Assist in financial forecasting and budgeting, providing critical financial input to support the firm’s strategic goals.

Qualifications:

• Bachelor’s degree in Business Administration, Management, HR, or related field is preferred.
• Proven experience in an administrative/office management role, preferably within a law firm or similar professional environment.
• Strong understanding of HR functions, staff management, and regulatory compliance.
• Excellent organizational skills with an ability to prioritize urgent assignments.
• Proficient in MS Office Suite, database management, and familiar with legal-specific software such as Clio and Westlaw.
• Exceptional communication and interpersonal skills to interact with staff, clients, and vendors effectively.

What We Offer:

• A competitive salary and comprehensive benefits package including health insurance, dental and vision coverage, and a 401(k) plan.
• Opportunities for professional development and growth within a supportive and dynamic environment.
• A central role at the heart of the firm’s operations, contributing significantly to its success and efficiency.

We invite qualified candidates who are passionate about supporting a thriving law firm to apply for this essential role. Join us in driving success through excellence and innovation at every level of our operations.