Law Firm Operations Manager

5 days ago

Wellesley, Massachusetts, United States King & Bishop Full time
Job Title: Law Firm Administrator

The Law Firm Administrator plays a pivotal role in ensuring the smooth operation of a mid-sized law firm. This individual is responsible for overseeing the firm's daily activities, managing its financial health, and maintaining high standards of client service and regulatory compliance.

Key Responsibilities:
  • Financial Management:
    • Oversee and manage the firm's financial operations, including budgeting, forecasting, and financial reporting.
    • Handle accounts payable and receivable, payroll, and the billing process with accuracy and efficiency.
    • Collaborate with external accountants to ensure compliance with tax regulations and financial reporting standards.
    • Monitor financial performance, identify cost-saving opportunities, and implement strategic financial initiatives.
  • Human Resources:
    • Lead recruitment, onboarding, and retention efforts for both legal and support staff.
    • Manage employee benefits, compensation packages, and performance evaluations.
    • Maintain employee records.
    • Ensure compliance with employment laws and foster a positive workplace culture.
    • Address employee relations issues with discretion and professionalism, facilitating conflict resolution when necessary.
  • Office Management:
    • Ensure smooth day-to-day office operations, including managing office supplies, equipment, and vendor relationships.
    • Implement and maintain office policies and procedures that promote efficiency and professionalism.
    • Coordinate with IT to ensure the firm's technology infrastructure is reliable and secure.
    • Create a professional office environment that reflects the firm's high standards.
  • Strategic Planning:
    • Assist in the development and execution of the firm's strategic goals.
    • Provide insights and recommendations based on analysis of firm performance.
    • Work closely with partners to identify and pursue growth opportunities, including potential practice expansions.
  • Client Relations:
    • Ensure exceptional client service by overseeing client intake processes and maintaining accurate client records.
    • Address client concerns promptly and professionally, ensuring effective communication between clients and the legal team.
    • Support the firm's reputation for excellence by ensuring client interactions are handled with the highest level of professionalism.
  • Marketing and Business Development:
    • Support the firm's marketing initiatives, including online presence, client outreach, and networking events.
    • Assist in organizing and managing business development activities that promote the firm's services.
    • Maintain and update the firm's website and social media profiles to reflect the firm's brand and values.
Qualifications:
  • Bachelor's degree in Business Administration, Management, or a related field.
  • At least 5-7 years of experience in law firm administration or a similar role, preferably in a mid-sized firm.
  • Polished and professional demeanor, with strong interpersonal and communication skills.
  • Proactive, self-starter with the ability to anticipate needs and handle multiple tasks simultaneously.
  • Extensive knowledge of financial management, human resources, and office operations.
  • Proficiency in legal management software, Microsoft Office Suite, and accounting software.
  • Discretion in handling confidential information and matters.
  • Strong problem-solving skills and the ability to thrive in a fast-paced environment.
Preferred Skills:
  • Experience in legal compliance, risk management, and client relations.
  • Knowledge of law firm billing practices and financial systems.
  • Experience in marketing and business development within a legal setting.

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