Location: Albany,NY, USA
The Wagoner Firm is looking for a talented firm administrator to join our team. The Firm Administrator manages all Firm operations, including supervising all Firm personnel, resources, and facilities; overseeing the Firm's budgets, performance accounts payable and receivable; and supporting the Firm's marketing and client development programs and events. The Firm Administrator provides the Managing Partner with monthly financial and employee productivity reports for review. The Firm Administrator shall meet with the Managing Partner and/or executive committee on at least a quarterly basis to discuss the status of the Firm's operations. Responsibilities: Supervisory Responsibilities: Supervision and management of all Firm personnel, including: • Evaluation. • Including consultation with the Managing Partner, practice group leaders, and supervising attorneys, as appropriate. • Discipline and terminate employees in accordance with the Firm's policy. • Provide administrative management support, as needed. Duties/Responsibilities: • Administration and Operations. • Oversee the day-to-day operations of the law firm, ensuring smooth functioning of all departments. • Develop and implement systems to streamline workflows, improve efficiency, and enhance productivity across the firm. • Manage office supplies, equipment, and facilities, ensuring everything is functional and meets the firm's needs. • Coordinate with IT support to maintain and upgrade office technology and software systems. • Handle vendor relationships, negotiate contracts, and manage service agreements for operational services (e.g., cleaning, security, equipment maintenance). Vendor & Outsourcing Management: • Develop and maintain relationships with key vendors for operational services, including office supplies, document storage, cleaning, and maintenance. • Evaluate outsourcing opportunities to optimize resources and reduce costs for non-core functions (e.g., IT, document processing). Compliance & Risk Management: • Ensure the Firm maintains adequate general, cyber, and professional liability, workers' compensation, and unemployment insurance coverage. • Ensure the firm complies with all regulatory and legal requirements concerning operations, including data protection, employment law, and facility standards. • Implement policies and procedures to reduce operational risk, protect client confidentiality, and maintain a secure workplace. • Collaborate with attorneys and partners to manage risks related to insurance, contracts, and liability. Facilities & Space Management: • Oversee the firm's physical office space, ensuring it meets operational needs and fosters a professional environment. • Coordinate office moves, renovations, and space optimization efforts. • Manage relationships with property management and landlords for building-related matters, including maintenance, repairs, and lease agreements. Business Development: • Track client development efforts. • Manage the Firm's advertising and marketing efforts. • Develop and manage the Firm's website. • Manage activities to promote and enhance the Firm's visibility and image in the communities served by the Firm. Financial: • Develop, implement, and monitor the Firm's budgets. • Maintain the Firm's general ledger and IOLA accounting. • Provide monthly, quarterly, and annual financial reports to the Managing Partner. • Manage the Firm's accounts payable and receivable. • Coordinate and supervise the Firm's financial vendor relationships, including banking, accounting, and bookkeeping vendors. • Manage the Firm's tax reporting and payment obligations. • Provide recommendations for employee salary and bonuses. • Regular review of and recommendations for Firm expenditures and obligations to ensure Firm resources are being utilized efficiently. Technology: • Ensure all Firm systems, software, and equipment are adequately operating to facilitate a productive work environment. by the Firm, hardware, and software. • Acquire and oversee maintenance of Firm systems, software, and hardware. • Review of system, software, and equipment on a quarterly basis and provide recommendations to the Managing Partner to ensure the Firm is operating cost-effectively. Human Resources: • Oversee recruitment, onboarding, and training of administrative staff, ensuring the firm is adequately staffed to meet operational demands. • Develop and manage performance reviews, staff development, and disciplinary actions in conjunction with HR policies. • Ensure compliance with employment laws and firm policies regarding health and safety, payroll, benefits, and leave management. • Coordinate employee professional training. • Attorney Continuing Legal Education. • Sexual Harassment. • Cyber Security. • Other professional training as needed. • Assist and provide recommendations to the Managing Partner regarding personnel performance and compensation. • Manage and document personnel schedules, time reporting, and the use of sick/vacation days. • Manage and maintain personnel records. • Manage and coordinate unemployment insurance compensation reporting, communications, and hearings. • Maintain and update the employee handbook. • Administer, evaluate, and recommend changes, as appropriate, to all payroll and fringe benefits offered by the Firm. • Develop and manage Firm activities and events that support team-building and the Firm's culture. General : • Keep confidential Firm/client documents out of common areas where they can be seen by clients and/or visitors. • Prepare and disseminate Firm communications. • Coordinate Firm business and social functions and events. • Performs other related duties as assigned. Qualifications: Required Skills/Abilities: • Excellent organizational skills and attention to detail. • High emotional intelligence and the ability to work well and negotiate effectively with a wide range of personalities. • Excellent time management skills with a proven ability to meet deadlines. • Strong analytical and problem-solving skills. • The ability to be professional and courteous. • The ability to work well in and motivate a team. • Strong supervisory and leadership skills. • Ability to prioritize tasks and to delegate them when appropriate. • Ability to function well in a high-paced and at times stressful environment. • Excellent verbal and written communication skills. • Expert in MS 365, Google Apps, QuickBooks, and legal practice management platforms. • Familiar with legal terminology. • Fluent in English, both written and verbal. Education and Experience • Minimum of 5 years working in the legal field is required. • Bachelor's degree in business administration, human resources or legal administration, or equivalent experience preferred. • Paralegal experience preferred. • Current human resources and/or compensation credentials or CLM certification preferred. Physical Requirements • Ability to sit at a desk and work on a computer for prolonged periods. • Must be able to lift up to 15 pounds at times. Compensation: $60,000 - $85,000 yearly
• Supervisory Responsibilities:Supervision and management of all Firm personnel, including: • Evaluation. • Including consultation with the Managing Partner, practice group leaders, and supervising attorneys, as appropriate. • Discipline and terminate employees in accordance with the Firm's policy. • Provide administrative management support, as needed. Duties/Responsibilities: • Administration and Operations. • Oversee the day-to-day operations of the law firm, ensuring smooth functioning of all departments. • Develop and implement systems to streamline workflows, improve efficiency, and enhance productivity across the firm. • Manage office supplies, equipment, and facilities, ensuring everything is functional and meets the firm's needs. • Coordinate with IT support to maintain and upgrade office technology and software systems. • Handle vendor relationships, negotiate contracts, and manage service agreements for operational services (e.g., cleaning, security, equipment maintenance). Vendor & Outsourcing Management: • Develop and maintain relationships with key vendors for operational services, including office supplies, document storage, cleaning, and maintenance. • Evaluate outsourcing opportunities to optimize resources and reduce costs for non-core functions (e.g., IT, document processing). Compliance & Risk Management: • Ensure the Firm maintains adequate general, cyber, and professional liability, workers' compensation, and unemployment insurance coverage. • Ensure the firm complies with all regulatory and legal requirements concerning operations, including data protection, employment law, and facility standards. • Implement policies and procedures to reduce operational risk, protect client confidentiality, and maintain a secure workplace. • Collaborate with attorneys and partners to manage risks related to insurance, contracts, and liability. Facilities & Space Management: • Oversee the firm's physical office space, ensuring it meets operational needs and fosters a professional environment. • Coordinate office moves, renovations, and space optimization efforts. • Manage relationships with property management and landlords for building-related matters, including maintenance, repairs, and lease agreements. Business Development: • Track client development efforts. • Manage the Firm's advertising and marketing efforts. • Develop and manage the Firm's website. • Manage activities to promote and enhance the Firm's visibility and image in the communities served by the Firm. Financial: • Develop, implement, and monitor the Firm's budgets. • Maintain the Firm's general ledger and IOLA accounting. • Provide monthly, quarterly, and annual financial reports to the Managing Partner. • Manage the Firm's accounts payable and receivable. • Coordinate and supervise the Firm's financial vendor relationships, including banking, accounting, and bookkeeping vendors. • Manage the Firm's tax reporting and payment obligations. • Provide recommendations for employee salary and bonuses. • Regular review of and recommendations for Firm expenditures and obligations to ensure Firm resources are being utilized efficiently. Technology: • Ensure all Firm systems, software, and equipment are adequately operating to facilitate a productive work environment. by the Firm, hardware, and software. • Acquire and oversee maintenance of Firm systems, software, and hardware. • Review of system, software, and equipment on a quarterly basis and provide recommendations to the Managing Partner to ensure the Firm is operating cost-effectively. Human Resources: • Oversee recruitment, onboarding, and training of administrative staff, ensuring the firm is adequately staffed to meet operational demands. • Develop and manage performance reviews, staff development, and disciplinary actions in conjunction with HR policies. • Ensure compliance with employment laws and firm policies regarding health and safety, payroll, benefits, and leave management. • Coordinate employee professional training. • Attorney Continuing Legal Education. • Sexual Harassment. • Cyber Security. • Other professional training as needed. • Assist and provide recommendations to the Managing Partner regarding personnel performance and compensation. • Manage and document personnel schedules, time reporting, and the use of sick/vacation days. • Manage and maintain personnel records. • Manage and coordinate unemployment insurance compensation reporting, communications, and hearings. • Maintain and update the employee handbook. • Administer, evaluate, and recommend changes, as appropriate, to all payroll and fringe benefits offered by the Firm. • Develop and manage Firm activities and events that support team-building and the Firm's culture. General: • Keep confidential Firm/client documents out of common areas where they can be seen by clients and/or visitors. • Prepare and disseminate Firm communications. • Coordinate Firm business and social functions and events. • Performs other related duties as assigned.