Law Firm Administrator

Job Summary
We are seeking a dynamic and strategic Law Firm Administrator to lead the operational excellence of our legal practice. In this role, you will oversee daily administrative functions, drive strategic planning initiatives, and foster a collaborative environment that enhances overall firm performance. The ideal candidate will support attorneys with client HR-related projects while also handling general administrative duties, such as answering office phones, processing mail, and assisting with day-to-day firm operations. This role is ideal for the proactive professional passionate about managing complex processes within a legal setting to make a meaningful impact.

Responsibilities

• Manage the firm’s daily operations, including administrative workflows, (billing and payments, coordinating with bookkeeper, managing and paying vendors, etc.) management, and resource allocation to ensure efficiency and compliance.
• Develop and implement strategic plans that align with the firm’s long-term goals, fostering continuous improvement and innovation.
• Oversee business development activities, including client relationship management including assisting with client billing inquiries; troubleshooting basic IT and system issues.
• Identify opportunities for process optimization and implement best practices to streamline workflows and reduce costs.
• Negotiate vendor contracts and service agreements to secure favorable terms that support operational needs while maintaining high standards of quality; coordinating with vendors to resolve billing discrepancies and challenge improper charges
• Drive operational excellence through leadership in change management, staff development, and fostering a positive workplace culture.
• Answer phones, process mail, (scan and upload), clean and stock supply room; monitoring/ordering supplies; billing and accounts receivable; assistance preparing PowerPoints; updating client lists;
• Assisting with drafting / updating HR documents (for attorney's review); organizing employment files; reviewing timecards for inaccuracies, etc.
• Not-inclusive list of duties.

Skills

• Strong management skills with proven experience in overseeing complex operations within a legal or professional services environment; Self-starter; deadline-oriented without oversight.
• Proficiency using PC computer programs to perform daily tasks including Microsoft, adobe, excel, timeslips, QuickBooks, legal calendar system;
• Attention to detail; strong proof-reading skills; ability to compete tasks within specified timelines;
• Consistent attendance and ability to multi-task and prioritize.
• Accountable, honest, hard-working, timely completes tasks.
• WOULD PREFER candidate with California HR experience.
• Excellent negotiation skills for vendor contracts, client relations, and internal agreements.
• Positive attitude

Benefits

• Paid Sick Leave (40 Hours)
• 1 week unpaid vacation year 1; 1 week paid vacation year 2
• Retirement Plan
• Group Healthcare (PPO plan), with option for employee to add at employee's cost vision, dental or dependents
• Paid Holidays (approximately 5/year)
• Free Parking

Position Details

• Five days per week, with hours of approximately 9:00 am-5:30 pm, working eight-hour days