Law Firm Administrator
2 days ago
Experience: MUST HAVEs:
7 years experience in a law firm administrator or law office operations management, 3 years of supervisory experience with legal staff of 10+ employees, 3 years of Human Resources experience, including recruiting and hiring.
Experience: NICE TO HAVEs:
Certified Legal Manager (CLM) is strongly preferred, Bachelor's degree preferred.
Job Description:
Fully remote role in California, SoCal preferred - Only candidates who live in the Los Angeles or Orange County areas will be considered.
POSITION SUMMARY:
This position is close to a COO Level but for a small growing firm. The Law Firm Administrator serves as a pivotal member of the firm's leadership team, driving the strategic vision and operational efficiency of the non-legal side of the business.
Reporting directly to the Principal/CEO, this role is responsible for overseeing all administrative functions, ensuring the seamless execution of day-to-day operations, and fostering a positive, high-performing work environment. With a strong focus on strategic planning and execution, this individual partners closely with senior leadership to develop and implement initiatives that support the firm's growth and long-term success.
WHAT YOU'LL DO (Essential Functions):
Leadership and Strategic Planning:
- Foster a culture built on company values.
- Supervise and lead a team of non-attorney staff including recruitment, onboarding, scheduling, training, development, evaluation, performance management, and termination.
- Provide coaching, direction, mentorship, and leadership to achieve company and client goals.
- Act as a company ambassador and represent Cha Law Ethics intergroups and professionally.
- Partner with the CEO and leadership team to define, implement, and monitor strategic initiatives that align with the firm's growth and operation goals.
- Act as a strategic advisor and thought partner, contributing to long-term planning and decision-making.
- Lead the design and execution of organizational change initiatives to ensure seamless integration and adoption of new processes, technologies, and systems across all non-legal functions.
- Act as a liaison between departments, ensuring alignment of business objectives, enhancing communication, and streamlining workflows across the firm.
- Collaborate with the CFO to provide strategic financial oversight, including budget forecasting, cost-benefit analysis, and driving financial performance to meet or exceed goals.
Operations:
- Lead the optimization of firm-wide operations, creating and implementing scalable systems and processes that drive efficiency, reduce costs, and improve overall performance.
- Develop and oversee firm-wide risk management and compliance strategies, ensuring all operations adhere to legal and regulatory requirements.
- Spearhead the firm's technology strategy, driving innovation and managing day-to-day operations of administration of the firm, including but not limited to workflow management, oversight of all aspects supporting the completion of case/matters, insurance policies, document and data management, virtual facility management, and general business operations requirements.
- Coordinate and assist in the refinement of trust/retainer management and billing procedures.
- Collaborate daily and directly with the Managing Attorney on firm-wide case management ensuring timely communications so that work is handled efficiently and deadlines are met.
- Develop, manage, and drive Key Performance Indicators (KPIs).
- Manage vendors and support operational needs for technology, office administration (virtual and home offices), and marketing.
- Oversee or directly manage the Potential New Client (PNC) process including process, workflow, and Clio ensuring efficiency and a positive PNC experience.
- Manage firm calendar ensuring seamless scheduling and completion of tasks and deliverables on time.
- Provide training to Attorney staff as requested.
- Develop and standardize operating procedures with accompanying documentation for day-to-day operations.
- Manage Externship program including recruitment.
Human Resources (may do some or all):
- Oversee the firm's talent management strategy, ensuring that recruitment, retention, and professional development initiatives align with the firm's goals and culture.
- Actively shape and sustain the firm's culture, driving initiatives that enhance employee engagement, retention, and productivity.
- Manage payroll and benefits including day-to-day administration ensuring compliance and a positive employee experience.
- Manage full cycle recruiting process for non-attorney staff and provide recruiting support for Attorney staff.
- Manage onboarding and offboarding processes for all incoming and outgoing employees, including Independent Contractors.
- Maintain required files and documents (e.g., personnel files) and file reports and filings necessary ensuring compliance with federal, state, and local regulations.
- Manage administration of all HR systems, policies, and processes (e.g., Gusto, performance management, compensation, Employee Handbook, job descriptions).
- Monitor attorney and paraprofessional continuing education and certifications ensuring compliance with Bar regulations.
Other:
- Plan and coordinate various employee events and off-sites.
- Create and maintain a positive work environment and culture.
- Other duties or projects as requested.
WHAT YOU'LL BRING (Essential Qualifications):
Education/Certification:
High school diploma required; Bachelor's degree preferred. Certified Legal Manager (CLM) is strongly preferred.
Experience:
7 years experience in a law firm administrator or law office operations management role. 3 years of supervisory experience with legal staff of 10+. 3 years of Human Resources experience, including recruiting and hiring. Experience as a business driver managing a budget of $5 million or more. Experience in various size organizations including small and mid. Experience managing in remote-first environments.
Knowledge/Skills:
Strong leadership skills effectively motivating high-performing teams. Strong interpersonal skills effectively managing through conflict and building trusting relationships. Strong project management skills efficiently managing multiple projects and tasks with competing priorities. Strong knowledge of legal office procedures, terminology, and document management systems. Acts with integrity, professionalism, and maintains confidentiality. Ability to learn and adapt to new technologies. Exceptional organizational skills, proofreading skills, and attention to detail. Demonstrated sense of urgency and superior follow-up skills. Possess a client service mindset with strong verbal and written communication skills. Proficiency with Microsoft Office Suite. Effectively speaks, reads, and writes in English.
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