Law Firm Administrator

Job Summary The role supports the growth of the law practice through a daily mix of business administration tasks, and occasional legal assisting and marketing support. The ideal candidate is communicative, detail-oriented, comfortable managing varied priorities, enjoys variety in daily and weekly workflows, adopts a proactive approach to solving problems, excited to work at a litigation-focused law firm, and proactive about improving processes within an intellectual property practice. This role reports to the CEO and does not include direct reports. About Tectonic Law Tectonic Law PC is a women-owned, micro-boutique intellectual property law firm founded in 2021 (f.k.a., Tectonic, LLP), located in charming Noe Valley in San Francisco, California. We protect brands, creative works, trade secrets and reputations. We litigate disputes as well as prosecute and enforce trademark, copyright and trade secret rights. Our clients value our focus on their goals, responsive service, and clear, direct communication. We operate on well-documented systems. Location Tectonic Law PC is a modern, tech-forward firm. We structure our team’s work environments based on geographic proximity to our physical office at 3929 24th Street, San Francisco, CA 94114. Candidates will fall into one of two tracks upon hiring: Track A - Fully Remote : If your home office is located outside of the San Francisco Bay Area this role is 100% remote. You will not be required to report to the physical office, including during your initial 90-day training window. You must work Pacific Time hours. Track B - Hub Hybrid : If you live within the San Francisco Bay Area, this role is structured as a 1-day-per-week hybrid arrangement. This allows for regular in-person collaboration with the CEO and the local team. Please note that onboarding and hands-on system training during your initial 90-day trial period may require more frequent in-office days. There is potential for this role to develop into primarily remote work. Compensation Wages start at $31.00 per hour and are scaled to the candidate's specific qualifications, and geographic labor market. Healthcare coverage and 40-hours of “front loaded” sick time. Monthly stipend for use of personal phone and Internet. Paid time off and firm holidays. Responsibilities Attend Meetings: Attend meetings related to management of the Firm and its matters. Currently, two all-staff meeting per week of varying length. Monthly or bi-weekly one-on-one meeting with the CEO. Daily communication over email, messaging app, and in-person or virtual meetings (phone or video call) as needed. Phone & Intake Support: Answer and route incoming telephone calls during business hours. Support prospective client intake by following approved scripts and SOPs, documenting inquiries, and routing prospective clients to the appropriate team member. Invoicing & Collections: On the first working day of each month, the Firm Administrator drafts invoices for all active matters. This includes reviewing time entries and billing descriptions for clarity, consistency, and errors. Issue invoices and requests retainer replenishment. The Firm Administrator often compares time entries, costs and expenses to case diagnostics and project scopes. Sends routine payment reminders, and follows up on outstanding balances. Financial Management: Record incoming payments to invoices. Support weekly trust and retainer reviews (operating account and IOLTA).Support the CEO with cash management and financing strategy (such as CDs, credit line, and grant management). Monitor Firm’s expenses and income, assisting the CEO in creating and managing budgets. Create financial or other reports as directed by the CEO. Matter Opening & Closing: Open (onboard) and close out matters in the Firm’s practice management software and systems. Vendor & Service Provider Relations: Serve as the Firm’s first point of contact with financial, technical and other service providers. Communicate and manage issues raised with vendors to ensure the Firm’s access is functioning and seamless. Maintain familiarity with the Firm’s technologies and tools. Support annual assessments of software cost and operational efficiency. Tools include CARET, LawMatics, Signal, Dialpad, Fastmail and LMPay. Office Administration: Clerical duties and document management. Annual membership and certification renewals (WBEC, California State Bar, etc.). Support general administrative workflows, including working with the CEO to design needed quarterly team meetings, trainings and social events.Reserve lodgings and make arrangements for travel related to the Firm’s cases, or business or internal development.Work with the CEO to improve and maintain existing SOPs. Work with CEO to develop and implement workflows across practice management systems, including building templates, automations and reusable workflows directly in CARET Legal or LawMatics. Support preparation of project scopes for potential new matters, and potential new work for existing clients. Prepare standard engagement agreements from approved templates, subject to attorney review. Support the Firm’s creation of social media and marketing materials (including drafting informational guides, presentations, and editing articles). Photo, Bio & LinkedIn: The Firm will explain the role on its website along with a profile photo and bio. The Firm Administrator is expected to disclose the role on their LinkedIn profile. Legal Assisting (occasional): Proof reading, and editing legal work product, such as pleadings, for formatting and clarity. Legal research regarding local procedure in California courts. Filing and lodging legal documents with courts or relevant agencies; routine secretarial calls to courts. Fact development and investigation online and in databases. Assisting with the maintenance of both physical and digital records for active and closed cases. The Firm Administrator may perform other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job and the responsibilities described. Qualifications Bachelor's degree or a combination of education, training, and relevant experience supporting business administration and marketing in a professional services setting. 5+ years of experience in business administration in a professional setting. Experience with hourly legal billing, invoicing and collections via practice management software. Flexibility to occasionally work overtime or adjust hours (with advanced notice) as necessary to meet Firm needs, particularly during critical matter related deadlines and trial preparation. Detail-oriented (including following the below instructions), with strong spelling, grammar, and editing skills. Outstanding organizational and communication skills with the ability to manage multiple projects and deadlines simultaneously. Discretion and judgment in handling sensitive and confidential information. Adaptability, with initiative, in handling complex or unexpected tasks. Personal accountability to the team. Proficiency with spreadsheets, Microsoft office suite products, and PDFs. Experience handling e-filing of legal documents in state courts in California. Strong analytical and problem-solving skills with an interest in data-driven strategies. Demonstrable ability to own administration systems. #J-18808-Ljbffr