WHO WE WANT TO HIRE
A Legal Administration Manager, one who will collaborate closely with the Chief Executive Officer on the Firm's administrative duties, guaranteeing the highest quality service to clients and overseeing the Firm's day-to-day activities. This role has a managerial role, responsible for leading employees to be productive, aligning day-to-day tasks with business objectives, and serving clients and staff across various business operations. This role reports directly to the Firm's CEO.
- Recommend policy and procedure improvements to enhance client service satisfaction.
- Collaborates with Firm’s managed service provider on all IT management issues, tickets, and executes projects.
- Manages the Firm’s data security incident response plan in compliance with cyber security insurance policy requirements as well as client expectations and mandates.
- Manages all client and new business relationships, to include: fee agreements, receipt of trust funds, proper establishment of billing procedures, and receipt and distribution of guidelines and litigation protocols.
- Coordinate with the Finance Manager and Billing Coordinator in the identification of billing issues in compliance with client guidelines and Firm protocols to ensure proper resolution.
- Responsible for completion of all client audits—compliance, financial, and cyber—in collaboration with the lead attorney, the Firm’s managed service provider (if necessary), and the Board.
- Communicates and explains new directives, policies, or procedures to supervising attorneys; for major changes, meets with entire staff to explain changes, answer questions, and maintain morale as directed.
- Effectively manages warranty and administrative service contracts. In charge of all aspects of providing services in accordance with these agreements.
- Collaborate with Human Resources Manager and supervising attorneys to conduct interviews and evaluate staff performance, identify areas of improvement, and enforce quality standards.
- Research active assigned paralegal file counts and make recommendations for reassignment during onboarding/offboarding intervals and ensure enforcement of quality standards.
- Collaborate with CCO in managing the Training Coordinator and in creating and maintaining forms, tools, and training materials to educate and support staff in changing rules, procedures, and processes.
- Collaborate with the Human Resources Manager on onboarding and offboarding processes to ensure compliance with all security and administrative functions.
- Maintains/renews all Firm insurance plans.
- Supervise staff to make sure professional events and advertising initiatives are planned appropriately and the website is kept current.
- Assists with Firm compensation calculations in liaison with Finance Manager. Assist as a backup who may deposit incoming payments and reimbursements using the remote deposit terminal.
- Serves as security control and back-up for Finance Manager in daily banking activities, including payment, transfer, and wire approvals, if necessary, as approved by the CEO. Serves as back-up for Finance Manager in Expensify, QuickBooks, and bill.com financial software platforms, as needed, and as approved by the Board.
- Maintains and manages all vendor service contracts and warranties. Responsible for overseeing all aspects of services provided in accordance with these agreements.
- Coordinate with the Human Resources Manager to ensure adequate and safe compliance with OSHA.
- Maintains office space contracts and leases as negotiated by the Firm. Ensures resolution of building maintenance issues, parking, and security compliance.
- Ensures adequate supply of technical equipment and furniture to meet the ongoing needs of the Firm.
- Manages the Firm's litigation software management program, to include employee education on processes and updates as well as researching capabilities and advancements, communicating the same to the CEO.
- Collaborates with the Chief Executive Officer to understand Firm goals and initiatives to be able to meet the above job requirements.
SUPERVISORY RESPONSIBILITIES
- Plans and coordinates the work and schedules of the assigned administrative staff.
- Annual compensation starting range: $70,664 - $104,739 DOE.
- Medical insurance, Employee Assistance Program (EAP), Health Savings Account, with GYM Reimbursement Program
- Dental insurance
- Vision insurance
- Accident insurance
- 401(k) retirement savings plan / Immediate 100% vesting
- Flexible working hours/hybrid system
- Casual but professional work environment
- Paid Vacation and Sick Time
- Holiday Paid time off.
