Legal Administrator

Legal Administrator

Department: Office Administration

Employment Type: Full Time

Location: Houston/Corporate

Reporting To: Bryan Fagan

Description

The Law Office of Bryan Fagan is a firm that excels in family, estate planning & probate, and criminal law matters. We have (16) offices in Texas: (2) offices in Houston (Corporate and The Heights,) and (1) office in Abilene, Atascocita, Austin, Humble, Kingwood, Dallas, El Paso, Fort Worth, Galveston, Richmond, Rockwall, San Antonio, The Woodlands and Victoria and more on the way!

We are a premier, rapidly scaling law firm ($25M+ heading to $30M+) that grows through robust, standardized systems rather than individual heroics. To support our multi-location expansion across Texas, we are adding a top-tier operating executive to lead all firm-wide non-legal operations.

This is a pure operations leadership role with zero legal counsel, case strategy, or attorney-supervision authority. As the Executive Legal Administrator, you will serve as the single accountable executive for our business operations, directly managing 7 key department managers (Intake/Sales, Marketing, Billing/Collections, HR, Facilities/IT, Finance, and Office Administration).

If you are a metrics-driven operations leader who excels at scaling multi-unit operations and managing other managers, this is your opportunity to drive high-level strategy and execution in a highly successful firm.

Key Responsibilities

• Manager of Managers: Directly lead, coach, and evaluate our department heads to build high-performing administrative teams.
• Intake & Sales Oversight: Drive conversion KPIs (speed-to-lead, consult-to-hire) and maintain firm-wide HubSpot pipeline discipline.
• Financial Oversight & Controls: Partner with the Finance Manager to own firm-wide budget-to-actual accuracy, payroll, operational cash flows, and monthly variance reporting.
• Marketing & Growth Alignment: Partner with the Marketing Manager to align lead volume with intake capacity, managing cost-per-case-signed.
• Billing & Collections: Maintain a high collections rate and realization rate, addressing systemic billing bottlenecks.
• HR & Administration SOPs: Oversee hiring velocity, retention, and onboarding consistency; standardize administrative SOPs for seamless opening of new locations.
• Executive Reporting: Build and own the firm-wide executive scorecard, presenting monthly performance and corrective actions directly to the Owner/Managing Partner.

Skills, Knowledge and Expertise

• Experience: 7–10+ years of progressive operations leadership experience, preferably in high-volume regulated services (e.g., legal, healthcare, franchise, or multi-unit services). BA/BS in related field, legal industry background and MBA highly preferred.
• Leadership: Proven track record of managing managers, hiring, developing, and leading high-performing business leaders.
• P&L Expertise: True ownership of financial statements, cash flows, and budget variances.
• Systems & CRM: Strong experience with CRM governance at scale; HubSpot is highly preferred.
• Presence: Strong executive presence—comfortable being accountable for firm performance and implementing corrective actions.

Benefits

• Competitive Pay!
• Paid Time Off
• Competitive Benefits Package: Including Medical, Dental, and Vision insurance, Short and Long Term Disability Insurance, as well as Voluntary Term Life Insurance.
• A robust 401K plan with a match of up to 5%.
• Business casual Work Environment

Equal Opportunity Statement:

We recognize that diverse experiences, perspectives and backgrounds enable us to be an even stronger company and workplace. Not only will you be welcome here, your unique thoughts and opinions will be encouraged, celebrated and deeply valued.