A boutique law firm in Boca Raton, Florida, is seeking a full-time Firm Administrator to join the team. This role is an in-office, onsite position (non-remote), but does afford the normal flexibility you would expect as a law firm office manager.

The Firm Administrator will supervise the law firm’s day-to-day operations, including human resources, compliance requirements, technology, managing staff, facilities, and finance. The Firm Administrator is also responsible for providing leadership-level administrative support to the attorneys and staff and ensuring that the law firm runs smoothly and efficiently.

Law Firm

The Firm is a boutique real estate firm that specializes in transactional and land use and zoning services. Their top priority is to provide clients with the highest quality service and representation. We pride ourselves in providing each of our clients with personal attention, which is aligned with our genuine care for achieving the best outcomes in our work. As a high-performance law firm, we understand that our success reflects our team members’ dedication, ingenuity, and passion. We strive to bring out the best in our people. We intentionally cultivate a firm culture of inclusivity, support, growth, respect, acknowledgment, equity, and excellence, where all contributions are valued.

We work smart to be our best, do our best, and give our best performance to our clients.

Firm Administrator

We seek to hire people who are intelligent, strategic, intentional, and committed to connecting with our philosophy. Therefore, you should be positive, motivated, passionate about your work, and dedicated to reaching success in the workplace.

Responsibilities – Firm Administrator

• Manage budget preparation and forecasting; provide productivity reports upon request
• Process/track business tax renewals
• Process/track Florida Bar Dues Renewals
• Track payroll time for submission to accounting
• Manage and process charitable and political campaign contributions
• Manage emergency preparedness plans (i.e., Hurricane and natural disaster procedures)
• Oversee employee benefits, such as bonus distributions, direct deposit, health insurance enrollments and renewals, long and short-term disability, flexible spending accounts, 401(k), and profit-sharing options
• Manage the office space, including safety, security, and space utilization (with consultation from the Managing Partner)
• Orchestrate office moves, relocation, buildouts, and expansions.
• Manage office equipment and furniture, including telephones, copy machines, fax machines, postage, and other mail equipment
• Manage appropriate maintenance contracts with vendors for office equipment and supplies, including computer hardware and software systems
• Oversee IT implementation
• Manage firm website updates
• Make letterhead updates
• Develop and implement policies and procedures to improve the efficiency of the law firm
• Maintain a professional and positive work environment
• Initiate and conduct annual evaluation process for staff and follow through to completion
• Maintain personnel records for all employees
• Maintain the employee manual
• Oversee recruiting, hiring, and training of employees
• Counseling and discipline: Define and recognize performance or behavior problems; counsel employees on performance and behavior problems; develop or find resources to provide employee assistance; design disciplinary procedures and accompanying documentation; and conduct terminations and exit interviews when necessary
• Organize firm-related meetings and events, including holiday parties, and client appreciation events
• Oversee the distribution of holiday cards, emails, and gifts

Qualifications – Firm Administrator

• Bachelor’s degree in business administration, office management, or a related field or 5+ years of relevant office management experience equivalent
• Excellent organizational and time management skills
• Strong interpersonal and communication skills
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office Suite
• Ability to maintain confidentiality
• Excellent computer operation skills

Additional Preferred Qualifications – Firm Administrator

• Legal management background
• Experience managing small teams and relationships with vendors
• Experience with legal software
• Experience with buildouts, office moves and expansions
• Law firm leadership abilities

Employee Benefits

• Health Insurance (premium paid for employee)
• 401(k) Retirement Plan
• Profit Sharing
• Long and short-term Disability Insurance
• Flexible spending account

Salary: Commensurate with experience

Apply

Contact Mary Beth Link at mb@monzingolegal.com for immediate consideration and more information.