Professional Legal Administrator

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Professional Legal Administrator
The candidate will be responsible for a wide range of activities in all phases of administration, personnel, finances, facilities, and business systems. Will handle key administrative responsibilities and play a major role in shaping firm culture. Work closely with the owner on firmwide strategy, systems development, and HR issues. Will be involved in overseeing all phases of administration, personnel, facilities, technology, and security, and will be responsible for planning, organizing, directing, and controlling the day-to-day operations of the firm. Manage the systems that run the business and the people who run those systems. Collaborate with the Owner and other department directors to create the annual Business Plan, annual budget, and strategic calendar. Work with the Owners and key vendors 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. Supervise and train non-attorney staff using techniques that drive engagement. Evaluate Key Performance Indicators (KPIs) and make recommendations to Owner regarding their work assignments, salaries, bonuses, and discipline. Implement and enforce the Firm's personnel rules and employment policies. Evaluate positions, workloads, and capacity to determine attorney and non-attorney hiring needs. Recruit, interview, and screen applicants for attorney and non-attorney positions. Coordinate employee leave and position coverage, supervise payroll, and administer the Firm's benefit plans. Create and improve critical business systems to ensure profitable operations. Ensure all systems are documented (policies, procedures, scripts, templates, automations) and organized. Create an internal audit system to trigger red flags when systems are not working optimally, investigate the reason for the failures, and propose solutions (whether related to personnel, technology, workflow, etc.). Coordinate with and supervise bookkeeping on general ledger and trust accounting. Liaise with IT, professional service, and other vendors to facilitate the smooth operation of the back-end operations of the Firm. Refine and maintain the Firm’s technology infrastructure to minimize waste and maximize internal efficiencies within the firm. Approve the purchasing of office equipment and supplies using the approved budget. Ensure emergency protocols are in place and staff are trained to execute them. Work in accountability to a business plan and budget. Help law firm businesses navigate the complexities of rapid growth. Refine business processes to improve law firm profitability. Use project management to ensure clients' matters are handed appropriately, legal & ethical requirements are met, and clients receive excellent service. Manage Human Resources functions (recruitment, interviewing, payroll, benefits administration). Understand and use common business reports to make decisions (budget variance, P&L, cashflow forecast). Manage facilities, security, technology vendors. Must have significant hands-on experience. Demonstrable experience of managing at least 50 people and a budget of $5,000,000 is required. Significant responsibility for business operations such as human resources, technology, facilities, finance, and marketing. Experience in operational process refinement, budgeting, and HR is of the highest importance. Prior legal experience is required. Knowledge of immigration law will be helpful.

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