Qualifications:

• Must have 4 plus years’ experience as a law firm administrator
• Demonstrate excellent organizational, time management, and problem-solving abilities
• Demonstrate superior oral and written communication skills
• Demonstrate keen attention to detail, with an ability to effectively manage constraints and competing priorities
• Demonstrate the ability to complete multiple tasks on initiatives of varying complexity
• Demonstrate the ability to take on new challenges and develop skills
• Ability to work cooperatively in a supportive team atmosphere
• Proficiency in Word, Outlook, PowerPoint, and Excel
• Experience with PCLaw
• Some Bookkeeping experience and payroll experience is preferred
• Working independently while reporting directly to managing lawyer
• Bachelor’s degree is preferred
• High level of organization, strong attention to detail and accuracy required

Responsibilities:

• Supervision of administrative & support staff and manage personnel scheduling
• Executive assistant to Managing Partner
• Facilitate the day to day operations of the law firm
• Implement and maintain procedures/office administrative systems
• Maintain staff records for vacation, sick time, overtime, leaves, etc.
• Update employee, staff employment and procedures manuals and facilitate the implementation of the same
• Assist with the recruitment, interviewing, hiring, firing, reviews, benefits, on and off boarding
• Assist with employee retention sustaining an open and honest culture
• Day to day accounting assistance and management
• Law Society compliance
• Ensure billing, accounts and collections are attended to in a timely manner
• Assuring firm and client payables are processed and receivables collected
• Coordinate with landlord regarding leased premises, organize the setup of an office (renovations, designs, and moves) and work with contractors, janitorial and moving companies
• Work with suppliers regarding purchase or lease of office equipment and maintenance and service contracts
• Purchase and maintain office furniture and fixtures, ordering stationery supplies, toner products, kitchen supplies
• Liaise with suppliers and vendors for such items as document management and destruction, janitorial and cleaning services and building maintenance
• Maintain and implement a disaster-preparedness plan to minimize loss of information and disruption of client services
• Maintain memberships of lawyers to various organizations
• Track education of staff and lawyers
• Registration of staff and lawyers participation in continuing education
• Working in-house or with outsourced experts to purchase, lease and maintain computers, programs, servers, off-site backups, cell phones and all other equipment required for the efficient operation of the firm
• Schedule service and upgrades to equipment and programs
• Deal with any crisis that may arise including power outage, corrupt programs
• Train staff and lawyers on the equipment and programs