Law Firm Administrator

hace 2 semanas

Madrid, España Photocentric A tiempo completo

Fully remote role in California, SoCal preferred - Only candidates who live in the Los Angeles or Orange County areas will be considered.

POSITION SUMMARY:

This position is close to a COO Level but for a small growing firm. The Law Firm Administrator serves as a pivotal member of the firm's leadership team, driving the strategic vision and operational efficiency of the non-legal side of the business. Reporting directly to the Principal / CEO, this role is responsible for overseeing all administrative functions, ensuring the seamless execution of day-to-day operations, and fostering a positive, high-performing work environment. With a strong focus on strategic planning and execution, this individual partners closely with senior leadership to develop and implement initiatives that support the firm's growth and long-term success.

WHAT YOU'LL DO: (Essential Functions)

Leadership and Strategic Planning:

  • Foster a culture built on company values.
  • Supervise and lead a team of non-attorney staff including recruitment, onboarding, scheduling, training, development, evaluation, performance management, and termination.
  • Provide coaching, direction, mentorship, and leadership to achieve company and client goals.
  • Act as a company ambassador and represent Cha Law ethically and professionally.
  • Partner with the CEO and leadership team to define, implement, and monitor strategic initiatives that align with the firm's growth and operational goals.
  • Act as a strategic advisor and thought partner, contributing to long-term planning and decision-making.
  • Lead the design and execution of organizational change initiatives to ensure seamless integration and adoption of new processes, technologies, and systems across all non-legal functions.
  • Act as a liaison between departments, ensuring alignment of business objectives, enhancing communication, and streamlining workflows across the firm.
  • Collaborate with the CFO to provide strategic financial oversight, including budget forecasting, cost-benefit analysis, and driving financial performance to meet or exceed goals.

Operations:

  • Lead the optimization of firm-wide operations, creating and implementing scalable systems and processes that drive efficiency, reduce costs, and improve overall performance.
  • Develop and oversee firm-wide risk management and compliance strategies, ensuring all operations adhere to legal and regulatory requirements.
  • Spearhead the firm's technology strategy, driving innovation and ensuring effective use of technology.
  • Manage day-to-day operations of administration of the firm, including but not limited to workflow management, oversight of all aspects of supporting the completion of case/matters, insurance policies, document and data management, virtual facility management, and general business operations requirements.
  • Coordinate and assist in the refinement of trust/retainer management and billing procedures.
  • Collaborate daily and directly with the Managing Attorney on firm-wide case management ensuring timely communications so that work is handled efficiently and deadlines are met.
  • Develop, manage, and drive Key Performance Indicators (KPIs).
  • Manage vendors and support operational needs for technology, office administration (virtual and home offices), and marketing.
  • Oversee or directly manage the Potential New Client (PNC) process including process, workflow, and Clio ensuring efficiency and a positive PNC experience.
  • Manage firm calendar ensuring seamless scheduling and completion of tasks and deliverables on time.
  • Provide training to attorney staff as requested.
  • Develop and standardize operating procedures with accompanying documentation for day-to-day operations.
  • Manage the Externship program including recruitment.

Human Resources (may do some or all):

  • Oversee the firm's talent management strategy, ensuring that recruitment, retention, and professional development initiatives align with the firm's goals and culture.
  • Actively shape and sustain the firm's culture, driving initiatives that enhance employee engagement, retention, and productivity.
  • Manage payroll and benefits including day-to-day administration ensuring compliance and a positive employee experience.
  • Manage full cycle recruiting process for non-attorney staff and provide recruiting support for attorney staff.
  • Manage onboarding and offboarding processes for all incoming and outgoing employees, including Independent Contractors.
  • Maintain required files and documents (e.g., personnel files) and file reports and filings necessary ensuring compliance with federal, state, and local regulations.
  • Manage administration of all HR systems, policies, and processes (e.g., Gusto, performance management, compensation, Employee Handbook, job descriptions).
  • Monitor attorney and paraprofessional continuing education and certifications ensuring compliance with Bar regulations.

Other:

  • Plan and coordinate various employee events and off-sites.
  • Create and maintain a positive work environment and culture.
  • Other duties or projects as requested.

WHAT YOU'LL BRING (Essential Qualifications):

Education / Certification:

  • High school diploma required; bachelor's degree preferred.
  • Certified Legal Manager (CLM) is strongly preferred.

Experience:

  • 7 years experience in a law firm administrator or law office operations management role.
  • 3 years of supervisory experience with legal staff of 10+.
  • 3 years of Human Resources experience, including recruiting and hiring.
  • Experience as a business driver managing a budget of $5 million or more.
  • Experience in various size organizations including small and mid.
  • Experience managing in remote-first environments.

Knowledge / Skills:

  • Strong leadership skills effectively motivating high-performing teams.
  • Strong interpersonal skills effectively managing through conflict and building trusting relationships.
  • Strong project management skills efficiently managing multiple projects and tasks with competing priorities.
  • Strong knowledge of legal office procedures, terminology, and document management systems.
  • Acts with integrity, and professionalism, and maintains confidentiality.
  • Ability to learn and adapt to new technologies.
  • Exceptional organizational skills, proofreading skills, and attention to detail.
  • Demonstrated sense of urgency and superior follow-up skills.
  • Possess a client service mindset with strong verbal and written communication skills.
  • Proficiency with Microsoft Office Suite.
  • Effectively speaks, reads, and writes in English.
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