Firm Administrator

📋 Description

• • Serve as the operational heartbeat of Giro & Associates LLC, a veteran-owned law firm where your leadership directly empowers attorneys to deliver exceptional client service. You will orchestrate every non-legal function—finance, HR, technology, compliance, and office management—so the legal team can remain laser-focused on winning cases and building relationships.
• • Own the daily rhythm of the office at 1060 Main St., Suite 303, River Edge, NJ. From the moment doors open at 9:30 a.m. until close at 6:00 p.m. EST, you ensure phones are answered, calendars are synchronized, files are accessible, and every team member has the tools they need. Your presence on-site during core hours (with approved remote flexibility) creates stability and sets the tone for a professional, client-first culture.
• • Drive financial excellence by partnering with attorneys and an external bookkeeper to oversee budgets, cash-flow forecasting, trust-account reconciliation, accounts payable, and receivables. You will translate time entries into timely invoices, monitor collections, and produce monthly dashboards that spotlight profitability trends and operational efficiencies.
• • Build and nurture a high-performing administrative team. You will recruit, onboard, train, and mentor non-attorney staff—receptionists, paralegals, and clerks—while managing personnel files, benefits enrollment, PTO tracking, and annual performance reviews. Your coaching style fosters accountability and continuous improvement.
• • Champion technology and process innovation. Evaluate, implement, and optimize practice-management software (e.g., Clio, NetDocuments), billing platforms, and cybersecurity tools. Document step-by-step workflows for intake, conflict checks, calendaring, and document retention, ensuring consistency and reducing risk.
• • Safeguard the firm’s reputation and regulatory standing. Maintain strict compliance with attorney-client privilege, records-retention rules, IOLTA trust-accounting standards, and state bar requirements. Coordinate insurance renewals, licensing updates, and internal audits so the firm operates with confidence and integrity.
• • Cultivate vendor relationships that deliver value. Negotiate contracts with IT consultants, copier providers, phone carriers, and office-supply companies. Monitor service-level agreements, troubleshoot issues, and leverage volume discounts to control costs without compromising quality.
• • Act as the strategic partner to the founding partners. Present quarterly business reviews that highlight KPIs, staffing needs, technology roadmaps, and growth opportunities. Your insights will guide decisions on pricing, staffing models, and potential expansion into new practice areas.
• • Create an environment where every detail reflects the firm’s commitment to veterans and their families. Whether organizing community outreach events, streamlining client-intake packets, or simply ensuring the conference room is immaculate for a deposition, your touch reinforces the firm’s brand of disciplined, compassionate service.
• • Leave a legacy of operational excellence. Within your first 90 days, you will map current workflows, identify quick-win improvements, and build a 12-month strategic plan. Within your first year, the firm will have documented SOPs, balanced books, engaged staff, and scalable systems ready for future growth.