• Collaborate closely with the Chief Executive Officer on the Firm's administrative duties.
• Guarantee the highest quality service to clients and oversee the Firm's day-to-day activities.
• Lead employees to be productive, aligning day-to-day tasks with business objectives.
• Serve clients and staff across various business operations.
• Report directly to the Firm's CEO.

Requirements

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.
Plans and coordinates the work and schedules of the assigned administrative staff.

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Hard Skills

data security incident response
client audits
billing procedures
financial software
litigation software management
policy and procedure improvements
vendor service contracts management
OSHA compliance
administrative service contracts management
project execution

Soft Skills

collaboration
leadership
communication
problem-solving
staff performance evaluation
client relationship management
team coordination
morale maintenance
training and education
organizational skills

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