Professional Legal Administrator - Fort Lauderdale, United States - Mayersohn Law Group, P.A.

Description

Job Description

Job Description:

The Firm's Legal Administrator (Administrator) position is an executive-level position with significant discretion and broad responsibility for the management of the Firm's business operations and the supervision of employees.

The position has a wide range of duties and obligations, with involvement in all seven parts of the Firm.

The Administrator keeps the Firm's needs in the forefront and works closely with the Owner and the rest of the executive team on strategy, planning, leadership, culture, policy, problem-solving, and decision-making.

This position is most like a Chief Operating Officer (COO) and Controller in non-legal businesses.

The applicant must have held a similar position for a prior company grossing more than $10,000,000 annually before and hold a BA or equivalent degree and an advanced degree, licensure, or certification.

Please do not apply if you do not meet these minimum requirements. This is not for an office manager or paralegal. This is for an in-person position.



Compensation:
$90,000-$200,000 (base plus performance-driven additional compensation and benefits)

Compensation:
$90,000 - $200,000

Responsibilities:
The Firm Administrator manages the operations and business functions of the Firm. The Administrator must also work closely with the Managing Attorney, CFO, Business Development Director, and fractional/vendor advisors.

In other words, this position has broad discretion and authority to manage processes throughout the business (except for the actual practice of law or direct supervision of the associates).The Administrator does not have the authority to practice law, give legal advice, or set strategy on a per-case/per-client basis (unless the person filling this position is an attorney in good standing).The Administrator is responsible to lead, manage, supervise, coach, and train the other managers as well as the non-attorney staff, ensuring they perform to expectations.

The Administrator has the authority to hire, supervise, and fire non-attorney employees. Recommendations regarding hiring, supervising, and firing attorneys are given great weight.

The Administrator is authorized to make purchases and commitments on behalf of the Firm to the extent permitted by the policies, procedures, and internal control documents.

Responsibilities:

LEADERSHIP AND STRATEGIC PLANNING:
Works closely with the Owner to create the Business Plan, Budget, and Strategic Calendar. Conducts annual planning with an eye toward goals/targets for owner benefits, law firm revenue, profit, and law firm culture.
Prepares draft Budget for finalization by the CFO in conjunction with the business planning process.

Primarily responsible for developing and implementing the Personnel Plan, the Systems Plan, the Facilities Plan, and the strategic project calendar.

Ensures a strategic calendar is created quarterly to implement the goals and objectives outlined in the business plan.
Leads, supervises, and manages, all non-attorney employees. Need to discuss and revise depending on what positions the PLA supervises.

If there is a Managing Attorney, Marketing Director, Controller, or other department heads, the Administrator will either manage them or manage in conjunction with them.

Ensures leadership and planning meetings/communications are scheduled and executed:
Works in conjunction with the Owner and Controller/CFO to administer compensation plans, discipline, promotion, termination, etc. for all employees.


HUMAN RESOURCES MANAGEMENT:
Supervises the Human Resources Manager. Until the HR Manager position is filled, the Administrator is responsible for the HR functions.

Creates personnel and HR policies and procedures in accordance with industry best practices and state & federal rules and regulations.

Implements and enforces the Firm's personnel rules and employment policies.
The hiring manager is in charge of recruitment, hiring, initial orientation, and onboarding. Oversees the administrative aspects of attorney hiring and works with executive-level attorneys to interview, onboard, and train attorneys.
Ensures every position has a job description that clearly indicates duties, outputs, outcomes, and key performance indicators. Ensure every person in the firm has a relevant job description.
Maintains and updates the Organizational Chart.

Maintains personnel records for all employees, ensuring privacy & security of files and ensuring records are properly updated to document personnel changes, promotions, feedback/counseling, discipline, etc.

Supervises the payroll function and administers the Firm's benefit plans (or works with the vendors).Contact point for outside agencies and counsel with regard to unemployment compensation hearings and other actions regarding employment.

Ensures all attorneys and other paraprofessionals are compliant with Bar regulations re:
continuing education, certifications, etc.


ADMINISTRATION OF KEY BUSINESS SYSTEMS:
Supervises the Operations Manager. Until the Operations Manager position is filled, the Administrator is responsible for performing the functions.

Drive the creation, review, implementation, training, and continual testing and improvement of the law firm's key systems in direct and close consultation with the Owner and other managers, including:

Marketing & lead developmentCase IntakeSalesSubstantive legal workflowCase resolutionTime trackingBillingPayments and CollectionsFinance, Accounting, and Internal Financial ControlsHuman ResourcesRecruitment, Hiring, OnboardingPerformance ManagementCommunication (internally and externally)Risk Management (insurance, finances, internal controls, data security, personnel, legal and ethical, corporate)Facilities and equipment Ensures that the Firm's business systems & processes are fully documented in writing and available to employees as needed.

Performs audits & spot-checks and takes proactive steps to find whether policies and procedures are being followed and ensures that processes and systems are operating as intended.

If issues are discovered:

Researches and figures out whether the problem is a flaw in the process, a problem that can be solved with technology/new process, or whether the problem is personnel-related (performance, not following processes, etc.).

Determines the appropriate course of action:

revise the policy and procedure, fix technology or find new technology solutions, train employees/teams, counsel employees, remedial actions, etc.

Implements these solutions (or makes recommendations to the COO/Owners) in accordance with the scope of authority to act.


FACTORY/PRODUCTION:
Supervises the Case Manager/Operations Manager. Until the Case Manager/Operations Manager position is filled, the Administrator is responsible for performing the functions.

Monitors the workflow pipeline to ensure matters and clients move progressively to established milestones and resolution in the prescribed amount of time; considers case/matter workflow management & benchmarking from the systemic level to ensure personnel and processes are performing according to exceptions.

Consults with the Managing Attorney and designs workflow processes and systems to build professional and ethical representation and Firm profitability.

Review Firm SKUs and workflows for efficiency, profitability, and staff capacity (with management team) FINANCE &


ACCOUNTING:

Supervises the Financial Manager, who works with the Firm's Fractional CFO, Controller, Bookkeeper, and Billing Specialist (or any vendors providing these services) to oversee and execute financial systems: time-tracking, billing, trust account management, collections, bookkeeping, expense management, accounts payables, payroll, audits, taxes.

Until the Financial Manager position is filled, the Administrator is responsible for the Financial functions. Implements the Firm's annual forward-looking budget.

Monitors financial statements and key financial reports, prepares budgets and advises the Owner and other executive team members regarding problems and proposed solutions.

Reviews Budget Variance Reports and other key financial reports to ensure the overall health of the Firm as well as ensure financial controls for areas under direct authority.

PHYSICAL PLANT:
Supervises the Office/Facilities Manager. Until the Office Manager position is filled, the Administrator is responsible for these functions.

Oversees the Office Manager's work as the liaison between the firm and the landlord, to ensure maintenance activities are performed; facility problems are solved; parking facilities are made available to employees; and cleaning services are satisfactory.

Oversees the Firm's emergency preparedness and disaster recovery protocols.

Manages the firm's office furniture inventory:
approving recommendations for purchase and installation; assuring that office furniture inventory is maintained and repaired as needed.
Handles all procurement.

Ensures that employees have the tools they need to perform their duties, including annual evaluations of the computer and telephone systems, including hardware, software, and vendor selection, to ensure optimum efficiency and cost savings.

Ensures critical documents are updated with government agencies as needed (state corporate filings, state/county/city tax & licensure, etc.)Manages the firm's insurance, ensuring the firm is insured appropriately and coverage is reviewed annually.

MARKETING AND SALES:
Supervises the Marketing and Sales Teams (until the Marketing/Sales Director position is filled).

Ensure back-end marketing campaigns are being executed (Post-engagement Glidepath, Pre-engagement Glidepath, Professional Contact and Former Client GAS calls, Just note cards)Ensure Lead Tracking and Sales Conversion metrics are provided weekly with data/metrics per SKU, per channel.

Ensure monthly and quarterly metrics assess the ROI of marketing campaigns.
Ensure Sales Close the Loop and Win-Back systems are executed.
Meets with vendors and contractors to ensure deliverables are met, reports are provided, ROI is assessed, etc.


MATRIX OF TASKS:
DAILY Supervises non-attorney staffLeads stand-up meetings per departmentMonitors critical firm deadlinesReviews firm calendarReviews lead & sales metricsReviews trust account and operating account balances and transactionsReviews the production pipelineTroubleshooting, problem fixing - workflow design, policy creation WEEKLY Meeting with Bookkeeper to review financial controls and metricsCase Status/Pipeline Report review and analysis with the Legal TeamReviews production metrics per positionReview upcoming deadlines with the Case ManagerMarketing and Sales team meeting (leads, consults, conversions, by channel)

Intake Pipeline Management - Review sales pipeline for age of lead, days in stage of unscheduled consults and undecided leadsAdministrative Meeting with Owner & Leadership TeamStaff 1:1sAudit Systems (review metrics, pull work product, poke holes, pull threads, meet with secret shoppers)

Billing, Collections ManagementExpense ReviewFinancials Meeting with BookkeeperExecutive Meetings with Other ManagersStaff management 1:1s MONTHLY Firm KPI Dashboard provided to Owner/CEO (7 parts of business)

Systems/Project Meetings with department heads to roll out/track timelinessMonthly Review of Key Financial Reports with CEO and CFO (provides assessment/analysis of trends:
revenue, profit, marketing, salesPSP Creating and Implementing MeetingsStatus Report of Projects (metrics diagnostic + assignments, projects, tasks obstacles and estimated completion dates)

Org Chart UpdateData Quality ReviewExpense Management (per case, per person, per project)Meets with vendors and contractors to ensure deliverables are met, reports are provided, ROI is assessed, etc.

QUARTERLY Quarterly Kick-Off MeetingsOversees (and delivers if needed) Performance EvaluationsEnsures tax payments are madeStrategic Calendaring:
compare to Business Plan, make ProjectionsSKU & Workflow ReviewOnboarding Program ReviewPSP Update & Maintenance MeetingsVendor performance review, vendor contract review ANNUALLY Prepares Performance Report on Last Year's Goals (draft)

Prepares State of the Union to Start the New Year (draft)Schedule, prep for SOTU MeetingSchedule & conduct Strategic Planning Meetings (Strengths/Weaknesses/Opportunities/Threats Analysis)Draft Business PlanDraft BudgetPersonnel PlanSpace/Facilities PlanStrategic Calendar/Project PlansAudits and ReviewsTechnology Audit – Hardware, Personal Devices, Software, Subscriptions,HR Audit – Files, Job descriptions, Employee Guide, BenefitsCompensation ReviewsSecurity Review (Digital and Physical Plant)Disaster Planning and Disaster Recovery PlanningInventoryInsurance ReviewCPA Tax PlanningState filingsAttorney and paralegal continuing education check AS NEEDED Review resumesInterviewsTerminationsQualifications:

Education & Experience The Administrator must have the equivalent of a bachelor's degree in Business, Accounting, or a related field, or equivalent work experience.

The Administrator will have significant supervisory experience and experience working in a professional services firm. Experience in law firm budgeting, bookkeeping, and human resources is highly preferred.

It is essential for the Administrator to be "in the know" about technology and profitability trends to ensure the Firm is maximizing technology and resource developments to increase capacity and efficiency.

About Company Mayersohn Law Group, P.A. is a woman-owned law firm formed in 2000.

We are AV Rated and the attorneys are regularly voted as top lawyers by a number of services such as Fort Lauderdale Illustrated.

We are making a large marketing push and are looking for detail-oriented, enthusiastic, and personable new team members.

We have benefits for our employees such as bonuses, 401(k), matching and profit sharing when applicable, Cash Balance Plan, Health insurance, etc.

If you are looking to join a rapidly expanding firm and enjoy a growth trajectory, come interview with us.