Law Firm Administrator

Fully remote role in California, SoCal preferred. Only applicants that currently live in California will be considered. Please note only pdf files are accepted.

Description

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 Ethics integrous and professionally.
• Partner with the CEO and leadership team to define, implement, and monitor strategic initiatives that align with the firm's growth and operation 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
• Manage day-to-day operations of administration of the firm, including but not limited to workflow management, oversight of all aspects of the 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 of 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 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.

Salary

$160,000 - $180,000 per year