Fully remote role in California, So Cal 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 Firms 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 YOULL 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 firms 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 firms 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 firms talent management strategy, ensuring that recruitment, retention, and professional development initiatives align with the firms goals and culture.
· Actively shape and sustain the firms 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 YOULL BRING(Essential Qualifications): Education/Certification: · High school diploma required; bachelors 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.