Law Firm Administrator

Profile

Law Firm Administrator

The candidate will have broad responsibilities for the day-to-day management of Firm's business operations. Assists the Owner with his/her leadership responsibilities. Recruits, hires, orients, trains, and acts as the firm’s supervisor and employer of all staff, including paralegals. Implements and enforces the Firm's personnel rules and employment policies. Performs or supervises the payroll function and administers the Firm’s benefit plans. Evaluates the staff around defined Key Performance Indicators and makes recommendations to the owner regarding their work assignments, salaries, bonuses, and discipline. Performs Quarterly Reviews with the staff, including paralegals. Coordinates with other Department heads to forecast hiring and work force needs. Support and in charge of finding ways to reinforce and/or grow the firm’s culture aligned with our firm missions and values. Supervises the Firm’s bookkeeping function and may perform some bookkeeping tasks (reconciling bank statements, reviewing expenditures, authorizing vendor payments). Manages the Firm’s billing functions with the billing coordinator (e.g. monitoring work in process, creating systems to ensure sure that completed work gets billed timely and in plain English). Oversees collections activities and ensures proper timing of A/R payments and that ongoing A/R is less than 3%. Monitors financial statements, prepares budgets, and advises the Owner regarding when problems are observed. Collaborates with Owner to improve financial controls and analyze key financial reports to identify inefficiencies in the Firm and spot opportunities for improvement to the Firm’s bottom-line. Creates, implements, and maintains the Firm’s policies, systems & procedures: Assures that the firm’s activities are fully documented in writing. Trains the staff in their respective duties using the Firm’s written policies and procedures. Collaborates with Owner to define Key Performance Indicators to define success, measure results, and optimize productivity of the staff. Monitors and enforces the Firm’s rules to ensure that all work is completed in accord with the Firm’s approved rules, policies & procedures. Principal responsibility for the Firm’s information technology systems. Designs the Firm’s Information Technology systems to minimize waste and maximize internal efficiencies within the firm. Works with vendors as necessary to implement and maintain the Firm’s IT infrastructure. Trains staff on use of all technological systems and enforces proper use of the same in accordance with the Firm’s written policies & procedures. Assures that employees have the tools they need to perform their duties, See IT responsibilities above. Purchases routine office supplies. Arranges for the purchase of approved office equipment. Manages the firm’s office furniture inventory: Coordinating routine furniture purchases. Assisting the owner in making furniture purchasing decisions. Acting as the firm’s liaison with furniture vendors. Assuring that office's furniture inventory is maintained and repaired as needed. Oversees overall facilities management to assure: Maintenance activities are performed. Facility problems are solved. Parking facilities are made available to employees. Cleaning services are satisfactory. Emergency protocols and plans are set out and ready when needed. Collaborates with the Owner on the Firm’s overall Business Plan and Marketing Plan and helps strategize opportunities to improve the sales and marketing departments of the Firm to help grow the Firm’s top-line revenue. Overseeing and coordinating when needed the arrangements for firm events. Assists the owner with marketing activities. Manages the Firm’s relationships with current clients, former clients, and outside referral sources. Will have the equivalent of a Bachelor’s degree in Business, Accounting or a related field, or equivalent work experience. Being certified (or in progress of being certified) as a PLA or CLM by the Association of Legal Administrators is preferred as well.

Company info

55 Hudson Street
Hackensack
New Jersey
United States 07601