Law Firm Administrator

Job Description

Job Description

The Law Office of Polly Tatum is seeking a high-level Legal Administrator / Director of Operations to work directly with firm leadership and drive operational excellence across the practice.

This is not a traditional admin role. This position is the operational backbone of the firm — responsible for ensuring systems, people, and performance are aligned to support growth, profitability, and exceptional client service.

The Law Office of Polly Tatum is a growing, client-focused law firm committed to delivering high-quality legal services while maintaining a streamlined, efficient, and supportive work environment.

Base $95,000-$120,000 Benefits & Perks: Medical & Dental Insurance, Performance-based bonuses, Generous PTO & Paid Holidays, Complimentary Estate Planning Services, All-expenses-paid trip after 5 years of service, ongoing recognition, team events, and celebrations

$95,000 - $120,000

Operational Leadership

• Partner with firm leadership to execute operational strategy and improve firm performance
• Develop, document, and optimize workflows across all departments
• Ensure smooth day-to-day operations across in-office and remote team members

Performance Metrics & Reporting

• Track KPIs, including case timelines, conversion rates, revenue per case, and collections
• Provide leadership with real-time operational insights

Team Leadership & Accountability

• Manage and develop administrative and support staff
• Establish KPIs and performance expectations
• Oversee hiring, onboarding, and training

Client Experience & Intake Oversight

• Oversee intake systems and client communication
• Resolve escalated client issues

Financial & Business Operations

• Oversee billing, invoicing, and collections
• Monitor financial performance indicators

Compliance & Systems Management

• Ensure compliance with legal and ethical requirements
• Maintain secure systems and workflows

Operational Leadership

• Partner with the Firm Owner to implement operational strategy and business systems
• Develop and maintain workflows that support firm growth and efficiency
• Oversee daily administrative operations across all firm locations, including remote staff

Performance Metrics & Reporting

• Monitor and report key performance indicators, including:
• Profit per case
• Revenue per employee
• Client acquisition cost
• Matter lifecycle timelines
• Provide leadership with accurate, real-time operational data to support decision-making
• Promote a positive workplace culture rooted in accountability and teamwork

Firm Operations & Office Management

• Oversee day-to-day operations across all firm offices
• Directly supervise and mentor office managers and administrative department leads, and ensure consistency in procedures and staffing
• Establish and enforce firm-wide operational policies and workflows
• Serve as an escalation point for operational, staffing, and facilities issues

Financial & Administrative Oversight

• Manage operational budgeting and expense controls
• Coordinate with outside accountants and financial vendors
• Oversee billing support and collections coordination
• Prepare operational and financial reports for firm leadership

Human Resources Administration

• Oversee HR operations, including hiring coordination, onboarding, and employee relations
• Ensure compliance with employment laws across multiple states
• Support office managers and supervisors with performance and workplace issues
• Coordinate benefits administration and HR vendor relationships

Technology & Systems Coordination

• Oversee IT operations, vendors, and managed service provider relationships
• Ensure system reliability, cybersecurity controls, and access management
• Coordinate onboarding and offboarding technology procedures
• Evaluate and implement technology improvements as needed

Facilities, Vendors & Compliance

• Manage leases, facilities issues, and vendor contracts
• Oversee insurance, risk management, and internal controls
• Maintain operational policies, procedures, and documentation

• 5+ years of operations experience in a legal, medical, or professional services firm
• At least 2 years of management or leadership experience
• Demonstrated experience implementing operational systems and workflows
• Experience managing teams and operational performance metrics
• Strong communication and leadership skills
• High emotional intelligence and the ability to work effectively with diverse personalities
• Calm, confident, solutions-oriented leadership style

Preferred Experience

• Experience with Clio, Lawmatics or other legal case management platforms
• Familiarity with QuickBooks, ADP, or HRIS systems
• Experience managing remote or overseas staff

At the Law Office of Polly Tatum , we help families protect what matters most — their loved ones, their legacies, and their peace of mind. Our firm focuses on Estate Planning, Elder Law, and Probate , serving clients across Central Massachusetts and the entire State with compassion, clarity, and excellence.

Why You’ll Love Working With Us

• You’ll make a meaningful difference in the lives of Massachusetts families every day.
• You’ll join a team that leads with heart, purpose, and professionalism.

You’ll be supported, respected, and encouraged to grow — because you matter here!