Position Summary
We are looking for an experienced operations professional to oversee the day-to-day business operations of a growing law firm. This role manages office administration, financial coordination, vendor management, human resources administration, and operational support for our attorneys and staff.
This position does not practice law or supervise legal work. Instead, it ensures the firm's people, processes, and administrative functions operate smoothly and consistently. This position is best suited for someone with experience managing the operations of a professional office. While we value all management experience, candidates whose backgrounds are primarily in retail, hospitality, or food service management may find this role significantly different from their previous experience.
Candidates with experience in the following environments are especially encouraged to apply:
- Law firms
- CPA firms
- Medical or dental practices
- Engineering firms
- Architecture firms
- Financial advisory firms
- Title companies
- Insurance agencies
- Other professional service organizations
Primary Responsibilities
Financial Administration
- Coordinate payroll with the firm's bookkeeper
- Review payroll for accuracy prior to processing
- Assist partners with monthly financial reporting
- Monitor operating expenses
- Manage vendor relationships and recurring subscriptions
- Coordinate office purchasing and spending
- Assist with annual budgeting and insurance renewals
Office Operations
- Oversee reception and administrative support functions
- Manage office supplies, equipment, and facilities
- Coordinate building maintenance and service providers
- Manage technology vendors and office service contracts
- Ensure office procedures are documented and followed
- Coordinate file management and administrative workflows
Firm Administration
- Implement administrative initiatives approved by the partners
- Coordinate software implementations and office projects
- Track licenses, bar memberships, insurance renewals, and compliance deadlines
- Assist with firm events, meetings, and community activities
- Support administrative reporting and firm metrics
- Help maintain a professional, organized office environment
Administrative Process Improvement
- Identify opportunities to improve administrative efficiency
- Develop and maintain standard operating procedures
- Recommend practical improvements to office systems
- Help implement technology that improves productivity
- Ensure consistency across all office locations and departments
Human Resources
- Coordinate recruiting and onboarding of new employees
- Maintain employee personnel files
- Administer the employee handbook and firm policies
- Track PTO, leave requests, and employee records
- Coordinate employee benefits administration
- Organize performance review schedules
- Coordinate employee training and continuing education
- Assist with employee relations and policy implementation
Qualifications
- 5+ years of experience in office management, operations, administration, human resources, or business management
- Strong organizational and project management skills
- Excellent written and verbal communication
- High level of professionalism and discretion
- Strong attention to detail
- Ability to manage multiple priorities with minimal supervision
- Proficiency with Microsoft Office and cloud-based software
- Experience with QuickBooks, HR software, or legal practice management software is preferred
Legal industry experience is preferred but not required.
The Ideal Candidate
The ideal candidate is someone who enjoys creating order, solving administrative problems, and helping others succeed. They are organized, dependable, and proactive. They don't wait to be asked to fix problems. They take ownership, follow through, and continuously look for ways to make the office run more smoothly.
They are equally comfortable coordinating a new employee's onboarding, reviewing payroll, negotiating with a vendor, organizing office procedures, or making sure the coffee machine gets repaired.
What Success Looks Like
Within the first year, you will have:
- Successfully implemented and maintained the firm's employee handbook and HR processes
- Created consistent onboarding and offboarding procedures
- Improved administrative organization across the firm
- Established reliable office purchasing and vendor management processes
- Helped attorneys spend less time on administrative issues and more time practicing law
- Become the trusted operational resource for the firm's attorneys and staff
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Have you worked in any of the following?
Law firm
CPA firm
Medical practice
Professional services
None of the above
Work Location: In person
