Cha Law Ethics Law Firm Administrator Orange, CA · Remote · Full time Company website

Fully remote role in California, SoCal preferred. Only applicants that currently live in California will be considered. Please note only pdf files are accepted.

Description

Are you a dynamic and experienced leader ready to take a growing law firm to the next level? We’re looking for someone special to join our team as a Law Firm Administrator. Note this is not an Office Manager or Administrative role. We're looking for a strong, experienced law firm operator who thrives in start-up energy, creating order out of chaos! Here’s who we think would be perfect for this role: 


Who You Are 

  • Experienced: You’ve spent at least 7 years managing law firm operations and have overseen teams of 10 or more. 
  • Educated and Certified: A bachelor’s degree is a plus and having a Certified Legal Manager (CLM) certification would be a big advantage. 
  • Tech-Savvy: You’re comfortable with Microsoft Office Suite and can quickly pick up new technologies and legal practice management software like Clio. 


What You’ll Do 

  • Lead and Inspire: You’ll be the go-to person for our non-attorney staff, providing mentorship, guidance, and performance management. You’ll help us build and maintain a positive, high-energy work culture. 
  • Strategic Partner: Work closely with our leadership team to plan and execute strategies that align with our company goals. You’ll play a key role in decision-making and driving our business forward. 
  • Operations Whiz: Oversee the day-to-day operations of our firm, including workflow management, case support, billing, and more. You’ll ensure everything runs smoothly and efficiently. 
  • Client and Vendor Management: Handle relationships with vendors and support our technology and office needs. Plus, make sure our potential new clients have a great experience from the start. 


What You Bring 

  • Leadership Skills: You’re a natural leader who can motivate and manage a high-performing team. You’re also great at building relationships and handling conflicts. 
  • Project Management: You’re organized and detail-oriented, able to juggle multiple projects and priorities effectively. 
  • Communication: You have excellent verbal and written communication skills and can convey ideas clearly and effectively. 
  • Adaptability: Change doesn’t scare you; in fact, you thrive on it. You’re always looking for ways to improve and grow. 


Personality Traits 

  • High Energy and Empathy: You bring a positive vibe to the culture and understand the importance of compassion and humor. 
  • Problem Solver: You don’t just point out problems; you come up with solutions. 
  • Resilient and Flexible: You can handle the ups and downs of a growing business and stay focused on the big picture. 


If this sounds like you, we’d love to hear from you! Join us and help shape the future of our law firm. (Read on for job description details)!


Reports to: Principal/CEO

 

POSITION SUMMARY: The Law Firm Administrator is a member of the Firm’s leadership team and partners strategically with the CEO/Principal, CFO, and Managing Attorney for both long-term objectives and short-term needs. This role encompasses people management and day-to-day operations ensuring consistent and effective policy and procedural implementation and being a key driver of company culture.

  

WHAT YOU’LL DO (Essential Functions):

Leadership and Strategic Planning:

  • Foster a culture built on company values.
  • Supervise and lead a team of non-Attorney staff including recruitment, onboarding, scheduling, training, development, evaluation, performance management, and termination.
  • Provide coaching, direction, mentorship, and leadership to achieve company and client goals.
  • Act as a company ambassador and represent Cha Law Ethics integrous and professionally.
  • Partner with the leadership team to develop and execute strategic plans including revenue, budgeting, and staffing.
  • Establish, monitor, and motivate team to reach goals and objectives aligned with company goals and objectives.


Operations:

  • Manage day-to-day operations of administration of the firm, including but not limited to workflow management, oversight of all aspects of the supporting the completion of case/matters, insurance policies, document and data management, virtual facility management, and general business operations requirements.
  • Coordinate and assist in the refinement of trust/retainer management and of billing procedures.
  • Collaborate daily and directly with the Managing Attorney on firm-wide case management ensuring timely communications so that work is handled efficiently and deadlines are met.
  • Develop, manage, and drive Key Performance Indicators (KPIs)
  • Manage vendors and support operational needs for technology, office administration (virtual and home offices), and marketing.
  • Oversee or directly manage the Potential New Client (PNC) process including process, workflow, and Clio ensuring efficiency and a positive PNC experience.
  • Manage firm calendar ensuring seamless scheduling and completion of tasks and deliverables on time.
  • Provide training to Attorney staff as requested.
  • Develop and standardize operating procedures with accompanying documentation for day-to-day operations.
  • Manage Externship program including recruitment.

 

Human Resources (may do some or all):

  • Manage payroll and benefits including day-to-day administration ensuring compliance and a positive employee experience.
  • Manage full cycle recruiting process for non-Attorney staff and provide recruiting support for Attorney staff.
  • Manage onboarding and offboarding processes for all incoming and outgoing employees, including Independent Contractors.
  • Maintain required files and documents (e.g. personnel files) and file reports and filings necessary ensuring compliance with federal, state, and local regulations.
  • Manage administration of all HR systems, policies, and processes (e.g. Gusto, performance management, compensation, Employee Handbook, job descriptions).
  • Monitor attorney and paraprofessional continuing education and certifications ensuring compliance with Bar regulations.

 

Other:

  • Plan and coordinate various employee events and off-sites.
  • Create and maintain a positive work environment and culture.
  • Other duties or projects as requested.

 

WHAT YOU’LL BRING (Essential Qualifications):

 

Education/Certification:

  • High school diploma required; bachelor’s degree preferred.
  • Certified Legal Manager (CLM) strongly preferred.

 

Experience:

  • 7 years experience in a law firm administrator or law office operations management role.
  • 3 years supervisory experience with legal staff of 10+.
  • 3 years Human Resources experience, including recruiting and hiring.
  • Experience as a business driver managing a budget of $5 million or more.
  • Experience in various size organizations including small and mid.
  • Experience managing in remote-first environments strongly preferred.

 

Knowledge/Skills:

  • Strong leadership skills effectively motivating high-performing teams.
  • Strong interpersonal skills effectively managing through conflict and building trusting relationships.
  • Strong project management skills efficiently managing multiple projects and tasks with competing priorities.
  • Strong knowledge of legal office procedures, terminology, and document management systems.
  • Acts with integrity, and professionalism, and maintains confidentiality.
  • Ability to learn and adapt to new technologies.
  • Exceptional organizational skills, proofreading skills, and attention to detail.
  • Demonstrated sense of urgency and superior follow-up skills.
  • Possess a client service mindset with strong verbal and written communication skills.
  • Proficiency with Microsoft Office Suite.
  • Effectively speaks, reads, and writes in English.

 

WORK ENVIRONMENT:

This is a remote work environment working from your home office. There will be occasional off-sites or in-person meetings.

 

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to talk and listen. This position is sedentary, requiring the employee to work at a computer for long periods of time. Regular use of a keyboard and mouse for typing and navigating digital platforms. Required to read printed and digital documents and to view a computer screen.

 

SUPERVISORY RESPONSIBILITIES:

Direct supervisory responsibility of a team of non-attorney staff.



We respect human diversity and understand that certain demographic information, identities, and expressions are sensitive and personal matters. To improve the effectiveness of our firm and ensure we address the needs of our entire community, please let us know the demographic information at the end of the following questions.

 

Salary

$125,000 - $150,000 per year