Law Firm Administrator And Operations Manager

Job Description

Job Description

OPERATIONS MANAGER – SYSTEMS, WORKFLOWS & AI ENABLEMENT

Safe Harbor Wills & Trusts seeking a proven leader with a track record of leading teams, building systems, improving processes, implementing technology, and helping an organization scale.

The Owner/Principal Attorney is a visionary, strategist, and innovator. Growth is now constrained by operational bandwidth, workflow consistency, and the absence of a single person fully owning execution across all practice areas.

  Why This Role Matters

As Operations Manager, your work will directly shape how the firm operates, how it scales, and how clients are served over the long term. You’ll partner closely with an owner who values structure, respects operational leadership, and gives you the authority to implement systems that last.

The successful candidate has experience in building and managing teams as well as and administering SOS, measuring KPIs, and growing revenue.

$75,000 - $80,000 yearly

SCOPE OF RESPONSIBILITY

This is a firm-wide role covering all practice areas, including:

• Estate Planning

• Medicaid Planning

• Probate & Trust Administration

  PRIMARY RESPONSIBILITIES

Customer Journey & Workflow Ownership

• Own and maintain a unified Customer Journey Map (current and future state).

• Ensure workflows align with a consistent client experience across all practice areas.

• Eliminate ambiguity, rework, and handoff failures.

• Support the design, implementation, and oversight of a tiered drafting and production model, including appropriate use of offshore or third-party resources, while maintaining quality control, data security, confidentiality, and attorney review standards.

Operations, Accountability & KPIs

• Build, document, and enforce Standard Operating Procedures (SOPs).

• Maintain role clarity and accountability across teams.

• Implement and monitor KPIs tied to file velocity, error rates, C.A.R.E. program metrics, and documented time saved.

• Run weekly operational check-ins and monthly KPI reviews.

AI-Enabled Systems & Automation

• Design and deploy AI-assisted operational tools (e.g., call summaries, workflow reviews, C.A.R.E. follow-ups, internal training).

• Automate workflows within Clio, DecisionVault, ElderDocs, and related systems.

• Measure success by real, documented time savings and error reduction—not experimentation.

Workflow Automation & Systems Integration

• Design, implement, and maintain reliable workflow automations that connect the firm’s core systems.

• Integrate practice management, intake, drafting, communication, and AI tools.

• Use automation platforms such as Zapier, Make (Integromat), Microsoft Power Automate, or comparable tools.

• Build automations with appropriate error handling, access controls, documentation, and change management.

• Ensure automations are secure, production-ready, and governed—not ad hoc or experimental.

• Ability to design, implement, and oversee tiered drafting and production models while maintaining quality control.

• Proven track record of building, documenting, and enforcing Standard Operating Procedures (SOPs).

• Strong skills in integrating practice management, intake, drafting, communication, and AI tools.

• Experience with automation platforms such as Zapier, Make (Integromat), or Microsoft Power Automate.

• Ability to maintain role clarity and accountability across teams, ensuring consistent client experiences.

• Proven ability to design and deploy AI-assisted operational tools and automate workflows within systems like Clio and DecisionVault.

We are a fast growing estate planning and elder law firm helping families throughout Central and Northern New York. We help our clients protect their families with proper estate planning or navigate through some of the most difficult times in their lives, including the death of loved ones, or paying for nursing home care.