Legal Firm Administrator

Firm Administrator

US-Based Applicants Only | Fully Remote | Salary: $140,000–$160,000 Annually

About the Opportunity

This is a unique opportunity to join an exciting new law firm launch and help shape how the firm operates from day one. You'll lead the efforts to establish efficient processes, implement best practices, and build a modern, technology-forward operation designed for growth.

We're looking for someone energized by building, improving, and problem-solving—not simply maintaining existing processes. Clio experience is strongly preferred. Success in this role requires embracing technology, learning new systems quickly, and using software to improve efficiency, organization, and workflows.

The Firm Administrator will oversee the firm's day-to-day administrative operations and serve as a central resource for leadership, attorneys, employees, vendors, and service providers. This position requires someone who takes ownership, anticipates needs, communicates professionally, and ensures responsibilities are carried through to completion.

The ideal candidate brings strong law firm administration experience, excellent organizational and communication skills, sound judgment, and the ability to manage multiple priorities independently.

Essential Duties and Responsibilities

Firm Administration & Operations

• Oversee daily administrative operations across a fully remote, multi-state workforce.
• Serve as a primary administrative resource for leadership, attorneys, and employees.
• Maintain firm policies, procedures, directories, forms, and administrative records.
• Coordinate firmwide communications, administrative requests, and operational priorities.
• Maintain the firm's intranet and centralized employee resources.
• Track administrative deadlines, renewals, filings, and recurring obligations.
• Coordinate equipment, supplies, and other operational requirements.
• Develop and improve workflows, documentation, internal controls, and administrative processes.
• Anticipate operational needs, resolve issues, and escalate concerns appropriately.

Financial Administration & Coordination

• Coordinate with outsourced bookkeeping, accounting, payroll, and financial service providers.
• Review vendor invoices for accuracy, contractual compliance, and required approvals.
• Coordinate employee reimbursements, expense documentation, and purchasing approvals.
• Maintain administrative oversight of firm credit cards and expense policies.
• Track recurring expenses, payment obligations, and financial administrative deadlines.
• Support leadership with expense reporting, budgeting information, and cost-saving opportunities.
• Maintain supporting documentation and coordinate requests from the Controller, CPA, and other financial professionals.
• Bookkeeping is outsourced and is not part of the position's daily responsibilities. However, previous bookkeeping or financial administration experience is preferred.

Vendor Management

• Serve as the primary administrative liaison for vendors and service providers.
• Maintain vendor records, agreements, contact information, and renewal schedules.
• Coordinate vendor onboarding, compliance documentation, and service requests.
• Monitor vendor performance, responsiveness, contractual obligations, and outstanding issues.
• Review invoices against agreed pricing and coordinate resolution of discrepancies.
• Assist with vendor evaluations, competitive proposals, and contract renewals.
• Coordinate vendor meetings, system access, and service transitions.
• Escalate contractual, financial, security, or performance concerns to leadership.

HR & Employee Administration

• Coordinate with the firm's HR provider, payroll provider, benefits administrators, and other service partners.
• Manage administrative aspects of employee onboarding and offboarding.
• Coordinate employee documentation, equipment, system access, and benefits information.
• Maintain confidential employee administrative records.
• Coordinate the annual employee performance review process.
• Track holidays, required training, administrative deadlines, and employee-related activities.
• Support employee communications, policy distribution, and routine HR administration.
• Refer sensitive employment matters to leadership or the appropriate HR professional.

Technology & Systems Administration

• Develop a strong working knowledge of the firm's technology platforms and administrative systems.
• Serve as an internal resource for routine software and workflow questions.
• Coordinate technology onboarding, offboarding, and support requests with the firm's IT provider.
• Maintain software subscription, licensing, user access, and renewal records.
• Support software implementation, testing, employee training, and adoption.
• Identify opportunities to improve workflows through technology, automation, and AI-enabled tools.
• Promote consistent use of firm systems, procedures, and digital resources.
• Coordinate with software vendors and consultants to resolve operational issues.

Preferred software experience: Clio, QuickBooks Online, Microsoft 365, Outlook, Excel, Teams, SharePoint, and other cloud-based business applications. Experience with comparable legal practice management platforms is also valued.

Risk, Compliance & Records

• Maintain business licenses, insurance documentation, vendor agreements, and other administrative records.
• Track compliance deadlines, renewals, and required employee training.
• Support implementation and maintenance of firm policies and procedures.
• Coordinate documentation requests related to audits, insurance renewals, and compliance reviews.
• Follow established cybersecurity, confidentiality, data privacy, and records-retention requirements.
• Protect sensitive employee, client, financial, and firm information.
• Identify and escalate operational, legal, financial, HR, or cybersecurity concerns appropriately.

Knowledge, Skills & Abilities

• Strong law firm administration, operations management, and organizational skills.
• Demonstrated ability to independently manage multiple priorities and follow responsibilities through completion.
• Excellent written and verbal communication skills with the ability to represent the firm professionally.
• Strong vendor management, relationship management, and problem-solving abilities.
• Exceptional attention to detail, accuracy, and follow-through.
• Sound judgment, discretion, and professionalism when handling confidential information.
• Ability to develop, document, implement, and improve administrative processes.
• Strong proficiency with Microsoft 365, particularly Outlook, Powerpoint, Word, Excel, Teams, and SharePoint.
• Familiarity with accounting principles, financial administration, and expense management.
• Ability to learn new technology quickly, troubleshoot routine issues, and support software adoption.
• Comfortable working independently in a fully remote, technology-driven environment.
• Proactive, resourceful, service-oriented, and comfortable taking ownership.

Education & Experience

• Bachelor's degree in business administration, management, finance, or a related field preferred; equivalent relevant experience considered.
• Minimum five years of progressive experience in law firm administration, business operations, office management, or professional-services administration.
• Law firm experience strongly preferred.
• Experience coordinating multiple vendors, outsourced service providers, and professional staff.
• Demonstrated experience implementing administrative processes and improving operational efficiency.
• Experience with Clio or comparable legal practice management software strongly preferred.
• Proficiency with Microsoft 365 and cloud-based business systems.
• Experience supporting a remote or multi-state workforce preferred.
• Previous bookkeeping, accounting coordination, or financial administration experience preferred but not required.
• Experience supporting a business launch, organizational transition, or growing professional-services firm is a plus.

What Success Looks Like

The successful candidate will establish and maintain an organized, efficient, and responsive administrative operation that allows attorneys and firm leadership to focus on serving clients.

We're looking for someone who takes initiative, anticipates needs, solves problems, and consistently follows through.

A proven willingness that you embrace technology—not work around it—is essential for success in this position.