Top 230 Administrator Jobs in Palm Beach Gardens, Fl

Firm Administrator
Confidential —Jupiter, FL
- $30 - $45 an hour
- Full-time
- Mid-level
- Administrative experience
- QuickBooks
- Paid holidays
- Health insurance
Quick Apply
12d
Admin Assistant
Campbell Property Management —Jupiter, FL
- Up to $25 an hour
- Full-time
- Office
- Entry level
Quick Apply
Office Assistant
Kasper Electrical —Palm Beach Gardens, FL
- $18 - $28 an hour
- Full-time
- Mid-level
- Organizational skills
- Communication skills
- Paid holidays
- Health insurance
Quick Apply
Administrative Assistant
Campbell Property Management —Riviera Beach, FL
- Up to $25 an hour
- Full-time
- Office
- Communication skills
- Entry level
Quick Apply
Administrative Assistant
Seacrest Services —Jupiter, FL
- $23 an hour
- Full-time
- Computer literacy
- English
- Office
Quick Apply
3d
Commercial Administrative Assistant
Budget Fence and Gate Systems —West Palm Beach, FL
- $24.00 - $29.85 an hour
- Full-time
- Microsoft Excel
- Computer literacy
- Office
- Health insurance
- Dental insurance
Quick Apply
2d
Office Manager
Wallace Surveying - powered by ZenaTech Inc. —West Palm Beach, FL
- Full-time
- Spanish
- Microsoft Excel
- Microsoft Outlook
- Health insurance
Quick Apply
Manufacturing Admin
Atlas Sign Industries —Riviera Beach, FL
- $21 - $25 an hour
- Full-time
- Background check
- Microsoft Outlook
- No experience needed
- Health insurance
- Dental insurance
Quick Apply
3d
Chief Financial Officer
South Florida PBS —Boynton Beach, FL
- $200,000 - $218,000 a year
- Full-time
- Background check
- Spanish
- CPA
- Health insurance
- Dental insurance
2d
Project Administrator
PBB Construction —West Palm Beach, FL
- $60,000 - $70,000 a year
- Full-time
- Background check
- Construction site
- Mid-level
- Health insurance
- Dental insurance
Quick Apply
Sales Assistant - Boat / Yacht - Marine Industry
Valhalla Yacht Sales / Viking Yacht Company —Riviera Beach, FL
- Full-time
- Dealership
- Mid-level
- Administrative experience
- Health insurance
- Dental insurance
Quick Apply
12d
Human Resources Payroll Coordinator/ Administrative Coordinator
Oliveri Millworks —West Palm Beach, FL
- Full-time
- Mid-level
- Office
- Analysis skills
- Retirement plan
Quick Apply
3d
Medical Office Administrator / PT Aide
USA Sports Medicine —Jupiter, FL
- $17 - $22 an hour
- Full-time
- Microsoft Word
- Spanish
- Anatomy knowledge
- Health insurance
- Dental insurance
Quick Apply
4d
Executive Admin & Personal Assistant
Undisclosed —Loxahatchee, FL
- $50,000 - $65,000 a year
- Full-time
- Hybrid work
- Background check
- Heavy lifting
- Pass drug screening
- Paid holidays
- Paid time off
Quick Apply
Real Estate Administrative Assistant
Real Estate Group —Singer Island, FL
- $50,000 - $75,000 a year
- Part-time
- Bilingual
- Microsoft Excel
- Microsoft Outlook
Quick Apply
3d
Office Administrator
Wallace Surveying - powered by ZenaTech Inc. —West Palm Beach, FL
- $20 - $24 an hour
- Full-time
- Spanish
- Microsoft Excel
- Microsoft Outlook
Quick Apply
Part Time Administrative Assistant
LaRenaissance Condominium —Palm Beach, FL
- $20 an hour
- Part-time
- Background check
- Microsoft Outlook
- Computer literacy
Quick Apply
1d
Finance Administrative Assistant - Pastoral Center
Diocese of Palm Beach —Palm Beach Gardens, FL
- Full-time
- Microsoft Word
- Background check
- Microsoft Excel
- Health insurance
- Dental insurance
Quick Apply
Marine Parts Administrator
Marine Connection —West Palm Beach, FL
- $25 - $28 an hour
- Full-time
- Dealership
- Merchandising
- Mid-level
- Health insurance
- Dental insurance
Quick Apply
Director of Nursing Home Health Administrator
Capstone Vital Care —Stuart, FL
- $115,000 - $120,000 a year
- Full-time
- Nursing
- RN License
- 5 years
- Health insurance
- Dental insurance
Quick Apply
1d

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Firm Administrator

Confidential
Jupiter, FL

Quick Apply

Job Details

Full-time
$30 - $45 an hour
12 days ago

Benefits

Paid holidays
Health insurance
Dental insurance
401(k)
Paid time off
Vision insurance
401(k) matching
Professional development assistance
Retirement plan

Qualifications

Vendor relationship building
Employee onboarding
Computer operation
Staff supervision
Teamwork
Confidential information handling
Office activity coordination
Practice management software
Administrative experience
Data entry
Organizational skills
Front desk
New hire orientation
Productivity software
Financial management
Onboarding process management
Office record organization

Full Job Description

We are an established and growing personal injury law firm based in Jupiter, Florida. The Firm Administrator owns the day-to-day operation of the firm. You are responsible for human resources, marketing coordination, case intake support, office facilities, and team supervision. You report directly to the Managing Partner and serve as the operational backbone of the office — the person who ensures everything runs smoothly!

This role replaces and consolidates several functions previously handled by multiple people. We are looking for one exceptional person who can do it all — and do it well.

Key Responsibilities

Financial Administration

Process and pay all operating bills and vendor invoices as they come in via credit card or QuickBooks.
Print trust and operating checks; manage check disbursements at case closing.
Deposit all incoming checks into the firm’s operating and trust accounts; record deposits in QuickBooks.
Reconcile settlement disbursements at closing: verify zero balance, confirm ACH transfers to clients, track provider and lien holder payments.
Order checks as needed; maintain adequate supply of all check stock.
Manage vendor relationships: maintain a vendor contract log, track renewal dates, and ensure all bills are paid on time.

Human Resources

Own the employee onboarding process: new hire paperwork, workspace setup, system access, benefits enrollment, and first-week orientation.
Coordinate with the firm’s insurance broker to set up and manage health, dental, and vision benefits for all employees.
Assist with 401(k) plan administration including annual compliance requirements and employee enrollment.
Maintain accurate PTO tracking for all employees; flag any discrepancies.
Maintain employee files: document all performance events, disciplinary conversations, and review outcomes.
Manage the employee handbook: distribute to new hires and update as policies change.

Settlement Administration

Print ACH forms and closing statements as reference for disbursement.
Coordinate transfer of funds from trust account to operating account for legal fees and case costs.
Fill out trust check requests to medical providers and lien holders.
Confirm whether the case was funded by a litigation finance company and account for payoff accordingly.
Initiate ACH transfers to clients at disbursement.
Verify QuickBooks accounting tab shows a zero balance before closing the file.

Marketing & Client Experience

Oversee the firm’s social media and content output: review and approve posts and blogs before publication; serve as the liaison with the marketing agency.
Attend meetings with third-party marketing vendors (SEO, social media, video production).
Send birthday cards with a small gift to clients monthly; send get-well cards to clients undergoing surgery.
Coordinate firm events: holiday parties, team outings, client appreciation events, and swag giveaways.
Manage promotional item inventory: order swag, branded materials, and office stationery as needed.
Drive Google review acquisition: coordinate with paralegals post-settlement to request reviews; track monthly

Office & Facilities Management

Maintain and update trial binders for all attorneys; update immediately when trial orders or schedules change.
Manage office supplies, breakroom inventory, and overall office presentation.
Coordinate with facilities vendors: cleaning service, IT support, water system, building management.
Manage the storage unit: drop off and retrieve trial materials, replenish swag inventory.
Manage the conference room calendar and Zoom account access.
Answer phones as needed; triage and route calls professionally.
Maintain the firm’s SOP library: document processes as they are defined or updated and distribute to relevant team members.

What We’re Looking For

✔ Required

Minimum 3 years of office management experience, preferably in a law firm or professional services environment
Demonstrated experience handling financial administration: QuickBooks, accounts payable, check processing, or trust accounting
Experience with HR functions: onboarding, benefits coordination, employee relations, and personnel documentation
Strong computer skills: Microsoft Office, QuickBooks, and ability to learn legal practice management software (FileVine)
Exceptional organizational skills — you manage multiple priorities without dropping anything
Professional written and verbal communication
Maturity, discretion, and sound judgment — you handle confidential information without exception
Ability to work independently and make decisions without being told what to do

★ Preferred

Prior experience in a plaintiff personal injury law firm
Familiarity with FileVine, Lead Docket, or similar legal case management software
Experience with trust accounting and settlement disbursements
Background in marketing coordination or vendor management
Experience managing a small team or supervising administrative staff
Notary Public certification (or willingness to obtain)

Who You Are

You are someone who walks into a room and immediately understands what needs to happen. You don’t wait to be told. You don’t ask permission for things that are clearly within your authority. You communicate directly, follow through on everything, and take pride in the fact that the office runs well because of you.

You are professional and polished in every interaction — with clients, vendors, opposing counsel, and your own team. You handle confidential financial and client information with absolute discretion. You are not rattled by a fast-moving legal environment, shifting priorities, or an attorney who needs something done in the next 10 minutes.

You bring maturity to the role. You can deliver difficult feedback, navigate interpersonal dynamics, and represent the firm’s values without being reminded to do so.

What We Offer

Competitive salary: $55,000 – $80,000 based on experience
Health, dental, and vision insurance
401(k) with employer contributions (after 90 days)
Paid time off and courthouse holidays
A collaborative, high-performing team that takes care of each other
Real ownership and authority in your role — no micromanagement
Direct access to firm leadership and a clear path to grow with the firm

How to Apply

Submit your resume and a brief cover letter explaining why you are the right person for this role. We are not looking for a generic application — tell us specifically what you have managed, what you have built, and what makes you the person who will run this office the way it needs to be run.

Applications without a cover letter will not be considered.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or any other protected characteristic.

Pay: $30.00 - $45.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Professional development assistance
Retirement plan
Vision insurance

Work Location: In person

Quick Apply

Refine Your Search

administrator jobs in palm beach gardens, fl

Firm Administrator

Admin Assistant

Office Assistant

Administrative Assistant

Administrative Assistant

Commercial Administrative Assistant

Office Manager

Manufacturing Admin

Chief Financial Officer

Project Administrator

Sales Assistant - Boat / Yacht - Marine Industry

Human Resources Payroll Coordinator/ Administrative Coordinator

Medical Office Administrator / PT Aide

Executive Admin & Personal Assistant

Real Estate Administrative Assistant

Office Administrator

Part Time Administrative Assistant

Finance Administrative Assistant - Pastoral Center

Marine Parts Administrator

Director of Nursing Home Health Administrator

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