Administrator Remote in Orange, CA

Law Firm

Orange, CA

Administrator Remote in Orange, CA

Law Firm Non Legal Department

7-10 yrs required

No

Job Title: Law Firm Administrator

Job Responsibilities:

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 the law firm with integrity and professionalism.
- 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 optimal use of technology.
- Manage day-to-day operations of administration, including 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 (., 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 (., 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.

Education and Experience Information:

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 Information:

$140,000 - $180,000 per year