Job Overview
We are looking for an accomplished and proactive Law Firm Administrator to join our esteemed leadership team in a fully remote capacity based in California. In this pivotal role, you will oversee the daily operations of the firm, ensuring the utmost efficiency across various non-legal functions. Serving as a vital strategic partner to the CEO and senior leadership, the Law Firm Administrator will play a significant role in shaping and executing initiatives that propel the firm's long-term growth and success.
Key Responsibilities
- Cultivate a positive and values-oriented culture throughout the organization.
- Lead and manage a team of non-attorney personnel, including recruitment, onboarding, training, and performance assessment.
- Provide mentorship and guidance to align the team with organizational objectives.
- Represent the firm's culture and values both internally and externally.
- Collaborate with the CEO and leadership team to define strategic objectives that promote business growth.
- Serve as a strategic advisor in long-term planning and decision-making processes.
- Manage organizational change initiatives, ensuring seamless transitions for new processes and technologies.
- Facilitate interdepartmental communication to enhance workflows across the firm.
- Partner with the CFO for budgeting, financial forecasting, and performance evaluation to achieve fiscal targets.
- Optimize operational efficiency through the development of scalable systems and processes.
- Oversee compliance and risk management strategies to maintain legal and regulatory adherence.
- Direct the firm's technology initiatives to implement innovative operational solutions.
- Ensure effective administration of case management, document management, and workflow processes.
- Collaborate with managing attorneys for streamlined communication and case management.
- Track Key Performance Indicators (KPIs) to assess operational success.
- Manage vendor relationships and support technology and office needs.
- Ensure a positive client experience throughout the potential new client process.
- Manage scheduling and task completion through firm calendar oversight.
- Provide necessary training to attorney staff and standardize operating procedures.
- Implement talent management strategies aligned with firm values, emphasizing recruitment and retention.
- Drive initiatives to enhance employee engagement and productivity.
- Oversee payroll and benefits administration to ensure a compliant and positive employee experience.
- Manage the full-cycle recruitment process for non-attorney staff and assist in attorney recruitment.
- Ensure compliance with all federal, state, and local regulations regarding personnel files and reports.
- Administer HR systems, policies, and processes, including performance management and employee benefits.
- Ensure compliance with continuing education requirements for attorneys and paraprofessionals.
- Organize employee events and team-building activities to foster collaboration.
- Undertake additional responsibilities as needed to support the firm's mission.
Required Skills
- Proven leadership abilities with a successful track record in motivating and developing high-performing teams.
- Exceptional interpersonal skills to effectively manage conflict and build trust across all organizational levels.
- Strong project management capabilities with aptitude for handling multiple priorities.
- Comprehensive knowledge of legal office procedures, terminology, and document management systems.
- Demonstrated integrity, professionalism, and confidentiality in all interactions.
- Strong organizational skills with meticulous attention to detail.
- Ability to adapt to and implement new technologies effectively.
- Excellent client service orientation with outstanding verbal and written communication skills.
- Proficiency in Microsoft Office Suite.
- Fluent in English, both written and spoken.
Qualifications
- High school diploma required; bachelor's degree preferred.
- Certified Legal Manager (CLM) is strongly preferred.
- A minimum of 7 years of experience in law firm administration or law office operations management.
- At least 3 years of supervisory experience with a legal team of 10 or more employees.
- Minimum of 3 years of Human Resources experience, including recruiting and hiring processes.
- Proven experience in managing budgets of $5 million or more.
- Experience in small to mid-sized organizations focused on operational efficiency is essential.
- Familiarity with remote-first work environments is a plus.
Employment Type: Full-Time
