Firm Administrator at Boutique Law Firm in Gramercy (Hybrid)

Our client, a boutique law firm, is seeking an experienced Firm Administrator to oversee the business and office operations of the firm. This position reports to the COO and is responsible for financial management, office administration, vendor relationships, and support staff coordination. The ideal candidate has substantial administrative and operations experience in a legal or professional services environment, a strong grasp of firm finances, and the ability to manage competing priorities with minimal oversight. The Firm Administrator works closely with firm leadership and is expected to contribute to firm-wide operational strategy while remaining closely involved in day-to-day execution. The position requires sound judgment, professionalism, and the discretion expected in a law firm setting.

RESPONSIBILITIES:

FINANCIAL MANAGEMENT

• Manage day-to-day bookkeeping and maintain accurate financial records in QuickBooks
• Categorize and reconcile transactions across all firm accounts; perform monthly bank reconciliations for operating and trust accounts
• Process and track vendor invoices; ensure timely payment of firm obligations
• Support tracking and reconciliation of real estate escrow deposits, disbursements, and closing proceeds
• Ensure IOLTA/client trust account compliance as directed by firm leadership
• Prepare monthly and quarterly financial reports (P&L, balance sheet, cash flow) for the COO and partners’ review
• Support annual budgeting and financial planning processes
• Coordinate with the firms outside CPA for tax preparation and compliance filings

OFFICE OPERATIONS

• Serve as the operational point of contact for building management, maintenance vendors, and service contractors; manage relationships and hold vendors accountable to firm standards
• Oversee conference room scheduling and ensure seamless setup and breakdown for closings, client meetings, and firm events
• Coordinate logistics for internal firm events, team gatherings, and external client functions
• Maintain a well-organized, professional office environment that reflects the firm’s standards at all times
• Manage office and kitchen supply inventory; ensure common areas are consistently stocked and presentable
• Coordinate new hire onboarding logistics: access to credentials, orientation materials, and a polished first-day experience

STAFF & LEADERSHIP SUPPORT

• Serve as the day-to-day point of contact for staff on administrative and operational matters
• Support COO and partners with HR logistics for a small team: onboarding documentation, records management, and general staff coordination
• Manage firm calendars: internal and external scheduling, conference room management, and coordination across partners and staff
• Support the COO and partners on special projects, reporting, and operational initiatives as needed

REQUIREMENTS:

• 5 years of experience in operations, accounting, or office management, professional services or legal industry experience strongly preferred
• Financial fluency: comfortable managing bookkeeping, reconciliations, and preparing financial summaries for leadership review
• Professional presence and communication skills that inspire confidence in staff, vendors, and firm leadership
• Highly organized and proactive, you anticipate needs and address them before they become problems
• Proficient in QuickBooks; familiarity with legal practice management software a plus
• Bachelor’s degree in business, accounting, finance, or a related field preferred
• You run a clean operation: thorough, accountable, and consistent

SALARY:
$110–$130K (DOE) Discretionary Bonus Opportunity Full Medical 401K/match 

HOURS:
8:30/9:00am–5:30/6:00pm Flexibility if needed
In-office 4 days per week




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Salary : $110,000 - $130,000