Firm Administrator / Operations Manager

Job Description

Job Description

Paoli, PA | Full-Time | In-Office

Take ownership of the business side of a respected law firm in a role where your leadership, structure, and follow-through are felt every day.

The Opportunity

Ruggiero Law Offices, LLC is seeking a Firm Administrator / Operations Manager to help lead the day-to-day business operations of a respected estate, elder, and business law firm.

This is a hands-on leadership role for someone who understands how a law firm operates and can help keep people, priorities, workflow, billing, client service, and internal systems moving in the right direction. The right person will bring strong law firm or professional services management experience, sound judgment, financial awareness, and the ability to manage team members with clarity and accountability.

This position will work directly with the Managing Partner and leadership team to strengthen firm operations, support staff performance, improve internal processes, and help ensure the firm runs smoothly even when leadership is focused on client work, planning, or growth initiatives.

This is not a passive support role. It is a key management position for someone who can step in, see what needs attention, communicate clearly, follow through consistently, and help create the structure needed for a busy law firm to operate well.

About You

You are organized, proactive, and comfortable managing people, priorities, and daily operations. You enjoy bringing structure to a busy environment and take pride in helping attorneys and staff stay aligned, accountable, and focused.

You have experience in law firm administration, legal operations / office management. You understand that successful firm operations require more than completing tasks. They require leadership, judgment, communication, follow-through, and the ability to keep the business side of the firm moving. You are comfortable managing people and understand that successful onboarding, training, communication, and accountability are essential to a well-run firm.

You are comfortable addressing issues directly and professionally. You can monitor work, follow up on deadlines, support staff development, and keep leadership informed without needing constant direction. You also understand the importance of client service, confidentiality, billing discipline, and consistent internal systems.

What You’ll Be Doing

Operations and Office Management

• Manage daily office operations, workflows, and internal systems to improve efficiency and accountability
• Monitor team workflow and help ensure work is assigned, tracked, followed up on, and completed
• Identify operational gaps and recommend practical improvements
• Maintain office procedures, internal checklists, and administrative systems
• Support use of firm technology platforms, including Clio and related tools, by helping ensure team members are using systems consistently
• Coordinate office needs, facilities issues, supplies, and administrative logistics as needed

Financial Coordination and Billing Support

• Support accounts payable and accounts receivable processes, including billing and collections follow-up
• Review prebills and assist with monitoring WIP, client balances, and billing readiness
• Coordinate with the bookkeeper and CPA to support accurate financial tracking and reporting
• Help identify billing opportunities, including trust and IOLTA-related items
• Support the Managing Partner with financial workflow, reporting preparation, and follow-up needed to keep billing and collections moving

Team Management and HR Coordination

• Manage and support team members in daily operations, workflow, accountability, and communication
• Oversee the onboarding process for new hires, including coordinating first-day preparation, training schedules, system access, policy review, and integration into the team
• Help ensure new team members understand firm procedures, role expectations, communication standards, and performance expectations
• Assist with hiring, interview coordination, candidate communication, and new hire preparation
• Maintain employee files and support internal HR processes, including documentation, policy follow-up, performance tracking, and personnel updates
• Help ensure staff understand deadlines, priorities, responsibilities, and firm procedures
• Support team meetings, internal communication, and follow-through on assigned action items
• Serve as a management resource for staff questions, workflow concerns, and operational needs

Client Experience and Workflow Support

• Support the client intake and onboarding process by helping ensure inquiries, follow-up, and handoffs are handled properly
• Monitor active matters to help ensure files are progressing and clients are supported
• Assist with client communication follow-up when needed, while ensuring attorneys remain responsible for legal advice and substantive client consultations
• Support long-term client relationship initiatives, including estate plan review processes and client touchpoints
• Help ensure clients experience a well-organized, responsive, and professional firm from first contact through completion of their matter

Firm Administration and Leadership Support

• Support firm-wide projects, reporting, and process improvements
• Coordinate with outside consultants and prepare necessary materials when needed
• Keep leadership informed of operational updates, staffing concerns, workflow issues, and business needs
• Help leadership prioritize operational decisions and follow through on implementation
• Support the firm’s continued growth by helping build stronger systems, clearer accountability, and better day-to-day management practices

Requirements

What We’re Looking For

• 5+ years of experience in law firm administration, legal operations, professional services operations, office management, or administrative leadership
• Experience managing staff, monitoring workflow, and supporting accountability
• Experience supporting billing, collections, financial coordination, or administrative accounting processes
• Familiarity with law firm systems such as Clio, MyCase, or similar platforms
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple priorities and follow through consistently
• Professional judgment and discretion when handling confidential information
• Comfort working directly with attorneys, staff, clients, bookkeepers, CPAs, and outside professionals
• Understanding of law firm workflow, client service expectations, billing cycles, and administrative follow-through
• Bachelor’s degree preferred, but not required with strong relevant experience

Benefits

• Competitive compensation, $80,000-$100,000 with directly aligned law firm administration or legal operations experience
• 100% employee healthcare coverage
• 401(k) through Principal with automatic 3% employer contribution after 1 year of qualification
• PTO
• Paid national holidays

About the Firm

At Ruggiero Law Offices, LLC, we’ve spent more than 3 decades helping families and business owners protect what matters most through thoughtful, customized estate, elder, and business law solutions. Led by founder Jim Ruggiero and supported by a dedicated team, the firm combines legal experience with practical insight to serve clients with integrity and care.

The firm is looking for an operations leader who can help strengthen the internal business structure, support the team, and contribute to a more organized, accountable, and efficient working environment. Learn more at

How to Apply

If you are an experienced law firm or professional services operations leader who enjoys managing people, improving systems, supporting leadership, and helping a firm operate at a higher level, we would welcome the opportunity to connect with you.

Please submit your resume for confidential consideration. A cover letter is not required with your initial application. If selected for an interview, the firm will request a brief cover letter so you can share more about your interest in the position and how your experience aligns with the role.