Job Summary
We are seeking a dynamic and highly organized Firm Administrator to oversee the daily operations of our professional office environment. This vital role combines administrative leadership with financial oversight, ensuring smooth office functioning, effective team management, and seamless client interactions. The ideal candidate will bring a proactive attitude, exceptional organizational skills, and a passion for fostering an efficient, welcoming workplace. As a key member of our team, you will coordinate administrative tasks, manage vendor relationships, handle financial processes, and support the overall growth and success of our firm.
Responsibilities
- Manage day-to-day office operations, including front desk duties, multi-line phone systems, and calendar management for staff and leadership.
- Oversee scheduling of meetings, appointments, and firm events to ensure optimal time management and resource allocation.
- Supervise administrative staff and coordinate training & development initiatives to enhance team performance.
- Handle bookkeeping, budgeting, payroll processing, and financial recordkeeping using accounting software.
- Maintain accurate filing systems, manage vendor relationships, and oversee office supply inventory to ensure operational efficiency.
- Support human resources functions including onboarding new employees, managing employee records, and ensuring compliance with company policies.
- Coordinate with external vendors for services such as cleaning, IT support, and suppliers if applicable.
- Assist with billing processes, client invoicing, and basic accounting tasks to support financial health.
- Ensure excellent communication through phone etiquette and professional correspondence to foster positive client and team relationships.
Experience
- Proven experience in office management or administrative roles within a professional setting.
- Supervising experience with a track record of leading teams effectively.
- Familiarity with financial software such as QuickBooks or similar accounting tools.
- Advanced knowledge of Microsoft Word and Excel.
- Experience with WordPerfect.
- Familiarity with Closers Choice and TABS3 billing software.
- Strong background in bookkeeping, budgeting, payroll administration, and basic accounting principles.
- Demonstrated organizational skills with the ability to multitask efficiently in a fast-paced environment.
- Excellent communication skills coupled with technical proficiency in office software applications.
We are a highly regarded, 5-attorney law firm located in a prime downtown Pensacola office. Our firm has built a strong reputation for legal excellence and a supportive, professional working environment. We are seeking a dedicated Law Firm Administrator to oversee our daily business operations and financial management. Join us to be part of an energetic team dedicated to delivering exceptional service while supporting the growth of our firm! We value proactive professionals who thrive on organization and teamwork—help us create an efficient workplace where everyone can excel!
Pay: $55,513.40 - $66,854.84 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
