Firm Administrator

Position Overview

Anderson, Coe & King, LLP is seeking a Firm Administrator to oversee the financial, administrative, and operational functions of our small law firm.

While this role includes responsibility for human resources, technology, facilities, and general administration, the primary focus is financial management and ensuring the firm’s continued financial health, profitability, and operational efficiency. The ideal candidate will possess strong accounting and financial management experience comparable to that of a Controller.

Responsibilities

Financial Management & Accounting (Primary Responsibility)

·        Oversee all accounting and financial operations of the firm, including accounts payable, accounts receivable, billing, collections, trust accounting, and cash management.

• Reconcile bank accounts and monitor cash flow, banking relationships, and financial performance.

·        Prepare and analyze monthly, quarterly, and annual financial reports.

·        Manage financial reconciliations, journal entries, write-offs, and general ledger activity.

·        Review and approve vendor invoices, ACH transactions, banks transfers, and firm expenditures.

·        Monitor aged WIP and receivables, including following up on outstanding balances.

·        Develop and implement financial controls, procedures, and reporting systems.

·        Manage matter opening and closing procedures, including conflict checks.

• Coordinate with external accounting advisors as needed.

Payroll, Benefits & Retirement Administration

·        Manage payroll processing and payroll compliance.

·        Administer employee benefits programs and annual open enrollment.

·        Oversee the firm’s 401(k) retirement plan and related compliance activities.

·        Coordinate with benefit providers, brokers, accountants, and financial advisors.

Human Resources

·        Manage recruitment, onboarding, and employee offboarding processes.

·        Coordinate employee training and professional development.

·        Administer policies, performance evaluations, and employee relations matters.

·        Ensure compliance with employment laws and workplace regulations.

Operations & Facilities

·        Manage day-to-day business operations of the firm.

·        Develop and improve operational workflows and administrative processes.

·        Oversee vendor relationships, contracts, insurance programs, and office services.

·        Manage office facilities, maintenance, equipment, and building relationships.

·        Oversee records management and document retention policies.

Technology Management

·        Manage relationships with technology vendors and managed service providers.

·        Oversee website maintenance and hosting.

·        Support software implementations/upgrades, cybersecurity initiatives, and training.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field required.

·        5 years’ experience with accounts receivable, accounts payable, payroll, cash management, billing, trust accounting and financial reporting, preferably in a law firm or professional services environment.

·        Knowledge of payroll, benefits, and human resources practices preferred.

·        Ability to manage multiple business functions and priorities simultaneously.

·        Exceptional organizational, analytical, and problem-solving skills.

·        Ability to handle confidential financial and personnel information with discretion.

·        Strong leadership and communication skills.

·        Working knowledge of Microsoft Office, NetDocuments and TABS3 (or comparable programs).

Compensation & Benefits

·        Salary Range: $85,000 - $100,000, commensurate with experience and qualifications.

·        Eligibility for an annual performance-based bonus.

·        Benefits package, including medical, dental, and vision insurance.

·        401(k) retirement plan.

·        Professional development and continuing education opportunities.

·        Congenial atmosphere.