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Legal Administrator

1 month ago

Traverse City, United States Now Hiring You LLC Full time
Job Description

The Firm's Legal Administrator (Administrator) position (also called Chief Operating Office (COO) is an executive-level position with significant discretion and broad responsibility for the management of the Firm's business operations and the supervision of its non-attorney employees and oversight of the legal team through coordination with the Legal Production Manager. The position has a wide range of duties and obligations with involvement and/or oversight of all parts of the Firm including finance, legal production, marketing, sales, with support of the Office Administrator who is responsible for office facilities management and human resources as well as some marketing duties related to the firms website and marketing development. The Administrator keeps the Firm's needs in the forefront. The Administrator reports directly to the Owner/President and works closely with the Owner and the rest of the executive team on strategy, planning, leadership, culture, policy, problem-solving, and decision-making.

The seven primary responsibilities are the following:

1. Manage and supervise the staff to ensure a high level of performance and compliance with the administrative policies, systems and procedures and key performance indicators as well as adherence to the firm's culture and value propositions.

2. Manage the employee experience to maintain an attractive work culture that fosters retention, engagement, and increased growth and profit.

3. Maintain oversight of the production of legal case work with the support of the Legal Manager on the Executive Team in respect to adherence to the Firm's goals, standards, values, culture, fit, objectives, the firm's mission and to ensure the Firm is providing quality and timely legal performance as well as managing risk.

4. Performing all the firm's HR functions including candidate recruitment, attraction, hiring, onboarding, and training with the support of the Office Administrator who will be training up to the role of HR Manager.

5. Measurement and managerial oversight of the performance in relation to the firm's most important key performance indicators including marketing KPIs for leads generated, client engagement counts, hours billed, invoicing cadence, account receivable collection, client satisfaction and reviews.

6. Ensures that the Firm's business systems, policies & processes are fully documented in writing. Ensure that Firm Videos and PSP's are well stored, organized and communicated to employees in written, video, and checklist form. The Firm currently uses Waybook for this purpose.

7. Performs audits & spot-checks and takes proactive steps to find whether systems, policies and procedures are being followed and ensure that processes and systems are operating as intended.

8. Oversee the development of Firm workflows for legal production, Intake, Sales Engagements, HR, employee onboarding and offboarding as well as Financial Processes are documented in Waybook.

Minimum Education & Experience

The Administrator must have the equivalent of a bachelor's degree in business, Accounting or a related field, or equivalent work experience.

The Administrator will have significant supervisory experience and experience working in a professional services firm. Experience in law firm budgeting, legal production, and human resources is highly preferred.

It is essential for the Administrator to be "in the know" about technology and profitability trends to ensure the Firm is maximizing technology and resource developments to increase capacity and efficiency.

The key performance indicators upon which performance will be judged for the PLA position include:

1. Achievement of firm's gross revenue projections/goals

2. 90% of project-based deliverables are accomplished on-time and within budget

3. Continued growth of the percentage of employees who are identified as A and B team members

4. Increase in the number of five-star client reviews and positive net promotor scores.

5. Achievement of high levels of customer experience and satisfaction

The Legal Administrator must identify and emphasize the Firm's.

brand story, culture, and value propositions. The Firm's brand story is that the Firm is recognized for its level of experience, single focus on family law and its time after time success to level the playing field for our clients. It is centered on the empowerment of the individual in their areas of mindset, financial understanding, as well as the issues, law and the Firm's case theme and strategy to help clients achieve their goals, to enable our clients to live the life that they choose to live. Our brand story also includes the unique Firm passion for family law, led by truthfulness, preparation, attention to detail, professionalism, teamwork and collaboration, a realistic approach where we are comfortable with the uncomfortable. The Firm's culture core value is that all employees take 100% ownership of the firm's work, ensuring professional excellence by the Firm rather than solely the individual and working together cohesively as a high performing team with a high-level client centered focus.

The responsibility of the PLA is managing specialized work efficiently, with confidence and competence. The position requires above average attention to details, concern for the correctness of the legal work from a non-lawyer perspective, and strong commitment to manage the team to ensure that tasks are completed on time and that the Firm is delivering services in alignment with its core values, standards, and mission. The person in this position will take work seriously, has a strong sense of duty to the firm, and is disciplined, self-motivated and maintains confidentiality. A somewhat faster-than-average pace will be the norm for this position. The firm will provide ongoing and thorough training opportunities to its staff and support the development of expertise to increase confidence and growth and engagement of the team. The Administrator will frequently expressed appreciation of the person's competence, conscientiousness, and loyalty and approach staff management as one of supporting success through communication of requirements, explanations, and tools to ensure the staff member's success. The role includes providing feedback to help staff grow in their position to include the context for the issue, the factual observations of the issue to be improved upon, an explanation of the impact of the behavior needing to change has on the firm without judgment or personal attack and the development of a support plan and expectations for continued success. The position will provide security in a stable work environment, allowing the person to plan for, focus on and complete tasks on hand. When changes in the nature of the work occur, the person in this position will be provided direction, training, and support. The firm's President believes in proper training and instruction of all team members is important as well as adherence to the firm's standard operating procedures to ensure a high level of consistent performance and client satisfaction. The Administrator will assist in the maintenance of a congenial, coach model to ensure the internal culture is protected and maintained so that the firm is an attractor to this growing law firm.

Benefits:

401(k)

401(k) matching

Profit Sharing

Health, dental, optical insurance

Short term disability

Paid time off

Professional development assistance

Paid Training as selected and arranged by Owner with input from

Administrator