NOTE: This is an in-person position based in Austin, TX. Candidates from outside of the Austin area or out of state will need to relocate. After the new hire onboarding and training period, the full-time position offers a hybrid remote work option, allowing you to work from home 2-3 days per week, with 2-3 days per week in-office.
Doyle & Seelbach PLLC is on the lookout for a superstar Law Firm Administrator to join our team! We're a dynamic, Austin-based litigation firm dedicated to providing our clients with exceptional legal representation. Our statewide practice includes personal injury defense, employment, business, construction, and real estate disputes. We're seeking an experienced administrator who's ready to help us take on the world.
As part of our team, you'll use your organizational superpowers to manage our firm's administrative operations. You'll handle everything from personnel management and internal operations to insurance coordination and business development support. You'll also get to interact with our fantastic team members and clients because we believe in fostering strong relationships. And the best part? You'll get to do all of this while working with a team of attorneys who take their clients' business seriously but don't take themselves too seriously.
We offer a competitive annual salary, plus benefits, and we're always looking for ways to reward our hardworking team members. Our hybrid remote work policy allows you to work from home 2-3 days per week after the completion of the new hire onboarding and training period.
Responsibilities:
- Personnel Management:
- Research and implement a new payroll management system (we're looking to move on from Gusto—ideas welcome!)
- Keep track of PTO limits and scheduling changes for in-office days
- Track CLE for team members, including registrations, payments, and travel arrangements
- Maintain records of team members' articles and presentations
- Manage payment and logging of membership dues for various associations
- Handle hiring processes: posting job listings, scheduling interviews, onboarding duties
- Coordinate training for new hires and seasoned employees
- Oversee off-boarding procedures, including insurance, COBRA, IT equipment, and data management
- Update our SOP and Employee Handbook
- Prepare and maintain employee training materials
- Assist with employee reviews, disciplinary actions, and coaching sessions
- Mediate in-office personality conflicts
- Plan firm social events and coordinate scheduling and logistics
- Assist with scheduling and travel arrangements for team members for conferences, arbitrations, and trials
- Maintain SharePoint resources and assist with attorney admissions to federal courts
- Internal Operations:
- Open new client matters and close inactive ones after final invoices have been paid
- Assist with partner meetings, prepare productivity charts and agendas
- Return calls from info submissions and cold calls received via our main business phone number
- Regularly review and update SharePoint files: SOPs, trial calendars, expert lists, judges lists, etc.
- Review compliance regarding client reporting and update client reporting guidelines
- Update verdict results and library documents on SharePoint
- Insurance Coordination:
- Handle renewal applications for the firm's insurance policies annually
- Work with brokers and ensure timely payments
- Log premiums and invoices into Clio or other accounting systems
- Keep SharePoint files up to date with insurance policies
- Assist employees with insurance enrollments and benefits questions
- Deal with brokers and payroll services, and verify invoiced amounts
- Business Development Support:
- Prepare documents for client file reviews and coordinate associated events
- Maintain HubSpot CRM
- Manage the holiday gift list and coordinate sending of letters and firm swag
- Coordinate firm announcements across various platforms
- Assist with client gifts, lunches, presentations, and maintain ongoing client relationships
Qualifications:
- Bachelor's degree in Business Administration, Human Resources, or a related field
- Minimum of 5 years of experience in law firm administration or a similar role
- Excellent writing and verbal communication skills
- Outstanding organizational skills and attention to detail
- Proficiency in Microsoft Office suite (Word, Outlook, Excel), practice management software (Clio or similar), and CRM systems (HubSpot or similar)
- Computer savvy is a must!
- Ability to work as a team player in a fast-paced environment
- Strong problem-solving skills and ability to handle confidential information with discretion
So, if you're ready to join our league of justice and help us save the day, then apply now to become our newest administrative superhero. We can't wait to meet you!
Job Type: Full-time
Pay: $85,000.00 - $110,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
Schedule:
Experience:
- Law Firm Administration: 5 years (Required)
Ability to Relocate:
- Austin, TX 78738: Relocate before starting work (Required)
Work Location: In person
Job Type: Full-time
Pay: $85,000.00 - $110,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
Ability to Relocate:
- Austin, TX 78738: Relocate before starting work (Required)
Work Location: In person
