Position Overview
Growing construction law boutique seeks a Firm Administrator to oversee and execute daily business operations, financial management, HR administration, and vendor relations—allowing our attorneys to focus on client advocacy and business development.
Strategic & Leadership Impact
- Lead the firm’s day-to-day operations, allowing firm owners to reallocate their time to client service and strategic growth.
- Partner directly with firm owners to identify strategies for enhancing productivity, firm profitability, and client service quality.
Financial Operations & Accounting Oversight
- Manage end-to-end accounting processes implemented by the internal/external accounting team: A/P, A/R, client billing, collections, trust accounting (IOLTA/IOTA), and cash management.
- Perform quality control audits of accounting functions, including bank reconciliations, cash flow monitoring, and general ledger activity.
- Prepare and analyze monthly, quarterly, and annual reports on lawyer productivity, realization rates, and overall firm financial performance.
- Partner with attorneys to monitor aged WIP/receivables and improve collection cycles.
- Serve as primary liaison to external CPAs for year-end tax planning, audits, and filings.
Human Resources, Payroll & Team Leadership
- Directly supervise administrative and support staff (paralegals, legal assistants, receptionists).
- Manage full-cycle recruiting, onboarding, offboarding, performance evaluations, and employee relations.
- Oversee payroll processing, 401(k) retirement plan compliance, and annual benefits selection/open enrollment.
- Ensure compliance with federal, state, and local employment laws.
- Foster a collaborative workplace culture and organize firm social events and outings.
Operations, IT & Risk Management
- Manage facility operations, lease administration, vendor contracts, and office equipment.
- Oversee managed IT service providers, practice management platforms (Clio, QuickBooks, MS 365), and cybersecurity protocols.
- Maintain matter lifecycle workflows, including conflict checks, client intake, and document retention policies.
- Manage firm insurance policies (Professional Liability, Cyber, General Liability, Workers' Comp).
Qualifications
- Bachelor’s degree in Business Administration, Finance, Accounting, Human Resources, or related field.
- 5+ years of progressive administrative/financial management experience, with at least 3 years in a law firm or professional services environment.
- Proficiency in Clio (or comparable legal practice management software), QuickBooks, and Microsoft 365 suite.
- Deep working knowledge of trust accounting rules (IOLTA), legal billing cycles, and payroll administration.
- Strong leadership, problem-solving, and emotional intelligence; proven ability to handle confidential matters with complete discretion.
- Preferred: Active membership in the Association of Legal Administrators (ALA) or CLM certification.
Pay: $85,000.00 - $110,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
