Law Firm AdministratorJob Description, Salary, Career Path, and Trends
Law firm administrators must have excellent management skills to work on the variety of tasks and projects required on a daily basis in a law firm. Most likely, they will be working for one law firm where they will help manage multiple lawyers on a daily basis. As a law firm administrator, they may spend their time ordering office supplies, answering phones, greeting clients, taking notes during meetings, and setting the lawyers’ calendar schedules.
This is a fast-paced career, and law firm administrators will need excellent time management skills, interpersonal skills, written communication skills, and a professional attitude. They must also be a self-starter and be able to work without a lot of guidance and oversight.
Sample job description #1
Our growing law firm is looking for an experienced Law Firm Administrator (Director of Administration) who will work directly with the Owner to manage the firm’s daily business operations and coordinate administrative projects.
This position provides an opportunity to grow along with the firm. The firm offers competitive pay and benefits including paid time off, health insurance, retirement plan, and profit-sharing. The successful candidate will be part of a dynamic team of caring professionals who are passionate about helping special needs children. Our office is locating in the heart of the Manhattan financial district.
Duties and responsibilities
Works closely with the Owner to create the firm’s business and marketing plans, budget, and strategic calendar
Recruits hires, onboards, supervises, and manages performance of support staff
Performs Human Resource functions including personnel file maintenance, benefits administration, payroll management, PTO tracking, and personnel policy implementation
Coordinates training for support staff and attorneys regarding policies, procedures, and systems use
Coordinates, monitors, and improves key operating systems (internal policies, external policies, procedures, checklists, templates, examples, scripts, etc.) in direct and close consultation with the Owner
Ensures firm’s business systems and processes are fully documented and followed
Documents and monitors flow of work from client intake to billing and collection, as well as takes corrective action as needed to resolve workflow issues
Manages financial system including time-tracking, billing, trust account management, collections, bookkeeping, expense management, and accounts payable
Monitors budget variance and cashflow
Manages the firm’s physical plant including office organization and cleanliness, emergency preparedness, furniture and equipment functionality, computer systems, and phone systems
Coordinates with the Owner, third party vendors, and/or marketing staff to create and implement marketing and sales strategies
Essential job functions
Bachelor’s degree in Business, Management, or related field
Minimum 3+ years of supervisory experience in a professional services organization
Excellent written and verbal communication skills
On-the-job experience using Microsoft Word, Excel, Outlook, Office 365, as well as bookkeeping, timekeeping, and billing systems
Experience with recruiting, hiring, performance management, and other human resource functions
A desire to work with a growing team of legal professionals who are dedicated to helping children with special needs
Sample job description #2
We are looking for an experienced administrator, regardless of industry, to work closely with our CEO to grow the practice, improve internal functions, handle financial evaluations, forecasts, and other issues, as well as handle HR functions, work with vendors, and otherwise make a positive contribution to our culture. This is a job for a person that really wants to make a difference.
Coordinate activities throughout the firm to ensure efficiency and maintain compliance with firm policy
Supervise members of the administrative staff, equally dividing responsibilities to improve performance
Act as a go-between staff and the CEO
Handle some HR functions
Counseling any employees struggling in their roles
Developing and implementing firm protocols, such as onboarding procedures and training
Running and reporting analytical analysis as designated by the CEO
Manage agendas, travel plans, and appointments for upper management
Manage emails, letters, packages, phone calls, and other forms of correspondence
Support bookkeeping and budgeting procedures for the firm
Create and update databases and records for financial information, personnel, and other data
Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
Submit reports and prepare proposals and presentations as needed
Assist colleagues whenever there is an opportunity to do so
Excellent leadership, time management, and organizational skills
Proven excellence as an office assistant, office administrator, or in another relevant position
Outstanding abilities to communicate in person, in writing, over the phone, and by video conferencing
Ability to work independently
Resourceful team player with the ability to work both independently and within a team
Attention to detail to ensure tasks are completed thoroughly and correctly
Flexibility to adjust to new tasks should firm or office needs change
Familiarity with common procedures and basic account principles used in the office
Knowledge of Microsoft Office and other office management tools and applications
The ability to learn and train on new software platforms
Sample job description #3
Our Firm Administrator will provide dedicated executive administration and support to the managing attorney and the business manager. We are looking for someone to be a trusted member of our leadership team. The Firm Administrator will ensure the delivery of efficient, effective, and detail-oriented administrative services for our law firm. General responsibilities include vendor relationships, including negotiations and management of vendors, onboarding of new clients, managing and entering all costs and expenses into firm billing system, assistance in closing client files, and assisting the managing attorney with managing the support staff. Discretion and the ability to maintain confidences are required, as our Firm Administrator will be exposed to sensitive information.
Our Firm Administrator is enthusiastic, flexible, organized, detail-oriented, and a team player with strong interpersonal and communications skills. They can operate well in a fast-paced, ever-changing environment. The Firm Administrator is experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Proficiency in Microsoft Office (including Microsoft Word, Outlook and Excel) is required; we also use TimeSolv.
Primary responsibilities and essential duties
Provide effective oversight of the administrative function for a small law firm with the managing attorney
Be a thought leader
Consistently demonstrate initiative, professionalism, poise and flexibility, and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
Observe strict confidentiality in all aspects of services provided
Maintain office policies as necessary
Manage vendor selection, negotiations, supervise vendor charges, and maintain relationships with vendors
Develop and maintain processes and systems for a streamlined, cohesive standard of support that includes office operations and procedures, and communications
Maintain and enforce Firm procedures
Coordinate firm functions and activities, including firm meetings, birthdays, anniversaries, luncheons, and firm parties
Monitor firm calendar and all administrative functions and activities
Manage and monitor firm website by updating attorney profiles, creating new content, and coordinating execution of same
Create and control law firm messages to clients
Coordinate holiday gifts and other gifts to clients or for other marketing purposes
Physical Office Maintenance Work with the Office Services Specialist who maintains all office equipment
Coordinate services with our IT provider; conduct hands-on, onsite IT troubleshooting of server, office computers and laptops
Coordinate and manage phone systems with vendor
Manage the general office, including supply management
Monitor and implement all aspects of facilities management including office lights, blinds, chairs, cleaning kitchen and dishes, plant watering, and maintenance
Organize and maintain all administrative files
Oversee and manage the onboarding of new clients including: reconciling conflict checks, creating retainer agreements for new clients, creating electronic files for new clients and enter into billing system, and handling communications with clients regarding new client intake information for firm billing system
Update and maintain master client list, including closing files
Billing and Management of Costs and Expenses Manage and enter all invoices (including Westlaw) and credit card expenses into firm billing system
Enter all expenses from employee expense reports into firm billing system
Consider and plan for efficiencies in operations
Average salary and compensation
The average salary for a law firm administrator is $80,750 in the United States. Position salary will vary based on experience, education, company size, industry, and market.
Los Angeles, California
Minneapolis-St. Paul, Minnesota
New York City, New York
Sample interview questions
Which personal strengths of yours are key for your role as an administrator?
How do you handle confidential information?
What sets you apart from other applicants for the administrative position?
What field experience do you have for this position?
What have you done over the course of the past year to improve your understanding of law office administration?
Where do you see yourself in five years?
What goals do you have as it relates to this role?
Why should we hire you?
What knowledge do you have about this company?
How do you ensure the confidentiality of office information?
What processes of administration functioned smoothly in your previous role. What didn’t?
We match top professionals with great employers across the country. Your next career move or star employee is just around the corner. Review our career content and advice, browse our latest job openings, or email us your resume. We look forward to connecting with you soon!