Law Firm Operations Manager

We are seeking an experienced Law Firm Operations Manager to oversee daily operations and support our growing elder law, estate planning, probate, and litigation practice.

The Operations Manager will take responsibility for staff coordination, hiring and onboarding, case management systems, workflows, billing, and office administration. The ideal candidate combines strong organizational and people management skills with a practical, hands-on approach, someone who can improve processes, hold team members accountable, and step in when needed to keep the firm running smoothly.

Key Responsibilities

Hiring, Onboarding, and Staff Management

• Manage recruitment, including job postings, candidate screening, interview coordination, reference checks, and onboarding.
• Develop structured onboarding and training plans so new employees understand their responsibilities, firm procedures, and performance expectations.
• Supervise administrative and support staff, coordinate workloads and coverage, and address performance issues promptly.
• Conduct regular staff check-ins, support performance reviews, and coordinate ongoing training.
• Administer attendance, time-off requests, and personnel records, and coordinate payroll and benefits information with the firm’s providers.

Case Management and Workflows

• Oversee the administrative progress of matters from intake and engagement through completion and file closing.
• Work with attorneys and paralegals to establish clear task assignments, deadlines, handoffs, and follow-up procedures.
• Monitor matter status, identify bottlenecks, and help resolve delays or gaps in accountability.
• Maintain and improve the firm’s case management system, workflows, templates, checklists, and standard operating procedures.
• Promote consistent use of firm systems and accurate, timely documentation.
• Coordinate administrative support for attorney-managed calendaring and deadline procedures.

Billing and Financial Administration

• Oversee billing cycles, time-entry follow-up, invoice preparation, and timely distribution of approved bills.
• Monitor accounts receivable, payment plans, outstanding balances, and collection follow-up.
• Coordinate with attorneys to resolve billing questions and escalate client concerns appropriately.
• Work with the bookkeeper and Managing Attorney on payment processing, expense tracking, vendor invoices, and financial reporting.
• Track operational measures such as billing timeliness, collections, overdue balances, matter progress, and staff workload.

Client Service and Office Operations

• Supervise intake and client service procedures, including responsiveness, appointment scheduling, and follow-up.
• Address administrative client concerns and escalate substantive legal questions to the responsible attorney.
• Manage vendor relationships, office supplies, equipment, technology support, and facilities needs.
• Coordinate operations across offices and support the onboarding of new team members and locations.
• Identify and implement practical improvements that reduce errors, improve client service, and increase efficiency.
• Provide hands-on coverage during staffing shortages or periods of increased demand.

Required Qualifications

• At least three years of law firm operations or office management experience, with direct responsibility for staff supervision.
• Demonstrated experience in hiring, onboarding, training, and employee performance management.
• Practical experience with legal case management systems, matter workflows, billing, and accounts receivable.
• Ability to turn procedures into consistent daily practices and follow through on implementation.
• Strong communication, judgment, discretion, and problem-solving skills.
• Comfort managing competing priorities and holding others accountable professionally and constructively.
• Willingness to handle both management responsibilities and day-to-day operational tasks.

Preferred Qualifications

• Experience with estate planning, elder law, probate, or litigation practices.
• Familiarity with Clio, MyCase, Lawmatics, Google Workspace, QuickBooks, or comparable systems.
• Experience supporting multiple offices, practice growth, or technology implementations.

To Apply

Please submit your resume and a brief cover letter describing your law firm management experience, including your responsibilities for hiring and onboarding, case workflows, and billing.

Pay: $87,600.00 - $106,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $87,600 - $106,000