What are the responsibilities and job description for the Firm Administrator position at Teksky LLC?
Essential Job Functions
Facilities Management and Office Operations
Facilities Management and Office Operations
- The Office Administrator is expected to be in the office before it opens at 9:00 a.m. and available at the office to both staff and attorneys throughout the business day.
- Oversee firm operations and administrative matters for attorneys and staff.
- Manage and address building issues, security, weather-related closures, and safety and train in emergency procedures.
- Act as the primary contact between the firm and the landlord regarding any facilities projects, maintenance requests, or issues.
- Ensure the proper disposition of client files from creation to final storage; play an integral role in client file acceptance and release as per the onboarding and departure policies.
- Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current.
- Ensure that the office is maintained in good condition and that all internal and external services supporting the office are functioning effectively
- Coordinate with Systems/Information Technology (IT) vendors to identify critical, practice-specific IT needs and help to ensure that all new and current members and employees have access to the firm's IT hardware and software tools. When required, work with IT vendors to provide necessary approvals for access to the accounts and systems of departed employees.
- Run payroll and coordinate with payroll service provider.
- Attend Member meetings, keep the confidential meeting minutes, and provide updates on office management, benefits, staff, and HR-related matters.
- Handle onboarding of all new staff and employees.
- Participate in hiring of new staff with Hiring Member.
- Supervise the administrative assistant's tasks and deliverables. Ensure attorney expectations are met and provide feedback and guidance to address any issues.
- Communicate and consistently reinforce all Firm policies and procedures.
- Update the Firm policies and procedures as needed per the Managing Member’s instruction.
- Monitor staff attendance, vacations, PTO, sick days, and other absences from the office and approve timecards. Identify and document performance issues and provide feedback. In many instances, collaboratively with the supervising Attorney/Hiring Member to resolve interpersonal conflicts and performance concerns through counseling, performance improvement plans, and/or termination. Manage employee relations matters in the office, and use judgment on when to escalate when necessary.
- Coordinate legal support assignments and ensure adequate support coverage for the office.
- Optimize planning and utilization of office resources to efficiently and effectively meet office needs.
- Coordinate and provide feedback on annual performance evaluations and compensation for non-exempt staff.
- Assess training needs and propose development opportunities.
- Conduct regularly scheduled staff meetings to discuss firm updates and to field questions from the employees relative to concerns, events, and other office-related issues.
- Prepare and monitor office budget; make recommendations for cost efficiencies and operational needs.
- Review and approve invoices and expenses for the office.
- Build and maintain vendor relationships: negotiation of rates, prompt approval and processing of payments; resolution of billing discrepancies; oversight of office and lounge/cafe supplies and services being provided.
- Coordinate with Managing Members to provide financial forecasting for Members’ meetings.
- Work with third-party IT company on projects and issues.
- Advance the firm’s IT by implementing new software and hardware and upgrading security protocols.
- Provide basic IT support to employees.
- Obtain and manage employee enrollment in health insurance, dental insurance, 401(k) program; assist employees with enrollment and answer questions about the firm’s insurance plans.
- Working knowledge of health insurance, dental insurance, 401(k) plans.
- Coordinate with the firm’s broker(s) relating to health insurance, dental insurance, 401(k) plan, malpractice insurance; make recommendations to the Managing Member regarding the same.
- Prepare firmwide memos relating to employee benefits and updates/changes to the same.
- Coordinate with the firm’s business development consultant on implementation of marketing programs, sponsorships, and association involvement.
- Ensure administrative staff is updating the website, blog and social media accounts to promote articles, conferences, and additional attorney activities.
- Bachelor’s degree and five (5) or more years of law firm office management experience (Required).
- Candidates must be professional, have experience in managing others, including directing workload, performance, management, training, staffing, and recruitment.
- Proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Teams and Outlook.
- Experience with iManage, Zoom Rooms and Timeslips is a plus.
- Excellent oral and written communication skills.
- Ability to manage multiple tasks simultaneously.
