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
