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Reputable regional law firm seeks a highly organized, detail-oriented professional to serve as its Director of Firm Administration. This role is the operational backbone of the firm’s administrative functions, responsible for ensuring that the day-to-day business of running the firm is executed efficiently and effectively. Working closely with the Managing Partner, the Director of Firm Administration serves as the central point of coordination across the firm’s administrative departments.
The Director of Firm Administration is not a department head over any single function but rather a cross-functional coordinator and project manager who keeps the firm’s operational machinery running smoothly. This individual will have strong financial analytical skills, a keen eye for detail, and the ability to manage multiple priorities.
Essential Duties and Responsibilities:
Financial Analysis
- Assist with and analyze financial information, forecasts, expenses, and financial reporting to support informed decision-making by firm leadership.
- Review invoices and expenditures for accuracy, appropriateness, and compliance with firm policies.
- Coordinate with the Director of Finance on financial matters, including P&Ls, financial statements, billing and collections metrics.
- Prepare financial summaries, reports, and analyses as requested by the Managing Partner or Executive Committee.
Operational Coordination & Project Management
- Monitor administrative projects across the firm, tracking milestones, deadlines, and deliverables to ensure timely completion.
- Handle special projects and initiatives assigned by the Managing Partner and Executive Committee, from scoping through execution.
- Follow up with department heads across Finance, HR, IT, Facilities, and other functions to ensure action items are completed and priorities are advancing.
- Serve as the firm’s “operational traffic controller” – identifying bottlenecks, escalating issues, and driving accountability across departments.
- Coordinate cross-departmental initiatives that require alignment among HR, IT, Facilities, and other administrative functions.
Vendor & Service Provider Management
- Manage relationships with outside vendors and service providers, including contract negotiation, performance monitoring, and renewal management.
- Evaluate vendor performance and cost-effectiveness, recommending changes or alternatives where appropriate.
- Serve as the primary point of contact for vendor-related inquiries and issue resolution.
Policies, Procedures & Office Administration
- Develop, maintain, and enforce office policies and procedures to ensure consistency and efficiency across the firm.
- Handle miscellaneous administrative matters that arise in the ordinary course of firm operations, exercising sound judgment and discretion.
- Ensure administrative processes are documented, streamlined, and regularly reviewed for improvement opportunities.
- Coordinate office-wide communications and logistics as needed.
Executive Support & Firm Leadership Liaison
- Work closely with the Managing Partner on day-to-day operational matters, serving as a trusted resource and sounding board.
- Support the Executive Committee by coordinating meeting logistics, preparing materials, tracking action items, and ensuring follow-through on committee decisions.
Qualifications:
Required
- Bachelor’s degree in business administration, finance, accounting, or related field.
- 7+ years of experience in office administration, operations management, or a related role, preferably in a law firm or professional services environment.
- Strong financial analytical skills, including experience reviewing forecasts, expenses, invoices, and financial reports.
- Demonstrated project management ability with a track record of driving initiatives to completion.
- Proven ability to work effectively across departments, manage competing priorities, and hold others accountable for deliverables.
- Excellent organizational skills with exceptional attention to detail.
- Strong interpersonal and communication skills, with the ability to interact professionally with attorneys, staff, vendors, and firm leadership.
- Proficiency in Microsoft Office Suite, including advanced Excel skills.
- High degree of professionalism, discretion, and integrity.
Preferred
- Prior experience in an insurance defense or litigation-focused law firm.
- Experience with legal billing systems, financial software, or practice management platforms.
- Familiarity with vendor contract negotiation and management.
- Experience supporting C-suite or senior executive leadership.
Desired Professional Characteristics
- A self-starter who takes ownership and follows through without being asked twice.
- Detail-oriented and thorough, with the ability to manage a wide range of issues varying in complexity.
- Calm under pressure with the ability to juggle multiple priorities and shifting deadlines.
- A natural coordinator who builds strong working relationships and earns the trust of colleagues at all levels.
- Proactive and solutions-oriented – identifies problems early and brings recommendations, not just questions.
- Adaptable and flexible, with a willingness to pitch in wherever needed.
- Professional demeanor with a collaborative, team-first attitude.
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