Firm Administrator

We are a growing commercial law firm with 24 attorneys and 11 paralegals, serving businesses, entrepreneurs, real estate investors, and high net worth individuals. Our practice areas include estate planning, commercial real estate, commercial lending, land use, litigation, corporate/M&A, tax, and family law. With an upcoming move to new offices and planned continued growth, we are seeking an experienced Firm Administrator to serve as the operational backbone of the organization.

Position Summary

The Firm Administrator is responsible for the day-to-day operational management of the firm. Reporting directly to the Managing Shareholder, this role oversees facilities, vendor relationships, and administrative staff. The Firm Administrator works closely with the Controller and CFO on financial operations, coordinates with the firm’s IT Manager on technology support needs, and interfaces with the firm’s outsourced HR provider on people operations. This is a senior, on-site leadership role requiring sound judgment, excellent interpersonal and customer service skills, and the ability to manage competing priorities in a fast-paced professional services environment.

Key Responsibilities

Office Operations & Facilities

• Oversee the day-to-day operations of the office, ensuring a professional, organized, and well-functioning work environment.
• Manage vendor relationships, service contracts, and supply procurement, including regular review of costs and service quality.
• Coordinate facilities maintenance, repairs, and office improvements, including liaison with building management.
• Lead operational planning for the firm’s upcoming office relocation, including space planning, logistics, vendor coordination, and move execution.
• Manage the assignment and setup of attorney and administrative offices, workstations, and shared spaces.

Technology Coordination

The firm has a dedicated IT Manager who handles day-to-day technical support and works with the firm’s outsourced technology vendors. The Firm Administrator’s role in this area is coordinative rather than technical.

• Serve as the operational liaison between firm leadership and the IT Manager, ensuring technology needs are communicated, prioritized, and resourced appropriately.
• Coordinate technology onboarding and offboarding logistics for attorneys and staff in partnership with the IT Manager.
• Escalate technology-related operational issues to firm leadership when they affect productivity, budget, or staffing.

Administrative Staff Supervision

• Supervise and support administrative and paralegal staff in coordination with practice group leaders, providing day-to-day direction and performance oversight.
• Manage scheduling, workflow distribution, and resource allocation among administrative personnel.
• Coordinate with the firm’s HR provider on personnel matters, onboarding, offboarding, policy administration, and compliance.
• Foster a positive, professional, and collaborative workplace culture aligned with firm culture and values.
• Identify training and development needs for administrative staff and coordinate relevant programs.

Financial Operations Support

• Collaborate with the Controller and CFO on budgeting, expense management, and financial reporting as it relates to firm operations.

Compliance & Risk Management

• Maintain firm policies and procedures, ensuring documentation is current and accessible.
• Coordinate with outside counsel, HR provider, and firm leadership on employment law compliance, workplace policies, and regulatory requirements.
• Manage business licensing, insurance renewals, and related compliance filings.

Qualifications

Required

• Minimum 5 years of experience in office or firm administration, preferably in a legal, professional services, or similarly complex environment.
• Demonstrated ability to supervise and develop administrative staff across multiple functions.
• Strong project management skills with experience managing facilities, vendor relationships, and operational initiatives.
• Proficiency with business technology systems; ability to work effectively alongside technical staff and communicate operational needs clearly.
• Excellent written and verbal communication skills; professional presence and sound judgment.
• Ability to handle confidential and sensitive information with discretion.

Preferred

• Experience in a law firm or professional services firm of 20+ employees.
• Familiarity with legal practice management or document management systems (e.g., iManage, Clio, or similar).
• Experience managing or coordinating an office relocation or major facilities project.
• Bachelor’s degree in business administration, management, or a related field; CLM (Certified Legal Manager) designation a plus.

Reporting & Structure

The Firm Administrator reports directly to the Managing Shareholder and works in close coordination with the Controller, CFO, IT Manager, Business Development Manager, and practice group leaders. The role has direct supervisory responsibility for administrative and support staff. HR functions are administered through an outsourced HR provider, with the Firm Administrator serving as the primary on-site liaison.

What We Offer

• A leadership role with meaningful influence over firm operations and culture.
• A collaborative, professional work environment with a team of 50+ employees.
• Competitive compensation commensurate with experience.
• Comprehensive benefits package.
• An opportunity to grow with a firm in an active expansion phase.

To Apply

Please send your resume to Administrator@sgrwlaw.com