Law Firm Administrator

Job Description

Job Description

Simons Hall Johnston PC, a boutique law firm with offices in Reno and Yerington NV, is currently seeking a full-time Firm Administrator/Office Manager. Duties may include primary charge of any of the following areas (note: these are partial lists, to provide a flavor for the responsibilities).  You are encouraged to apply even if you possess only a portion of the qualifications listed for all areas of responsibility.  The individual currently in the role is retiring and will provide transitional support.

In addition to competitive compensation, the firm offers a generous benefit package including 100% employer paid premiums for the full-time employee’s health insurance premiums (medical, dental, and vision), as well as employer paid short-term disability coverage, and life insurance. The firm also offers a 401(k) plan with a salary percentage match after 12 months of employment for those that participate. Some of the additional benefits are paid time off, and discretionary year-end bonuses.

Position Summary

This position provides leadership across the firm and requires a hands-on approach to ensure a consistent, professional and well-supported workplace.  The role is responsible for all operations, facilities, staffing, talent acquisition, compliance, vendor relationships, events, operational initiatives, invoices, budgets, accounting and financial management.

This is an exempt role with compensation commensurate with experience, qualifications and overall fit for the role.  The compensation package includes potential for annual performance-based raises and discretionary bonuses.

Key Responsibilities

Office Operations/General Business

• Responsible for day-to-day operational needs, responding professionally to employees, attorneys, visitors, and vendors.
• Oversee vendor selection, contracts, and relations.
• Manage client intake, engagement letter and conflict process. 
• Maintain safe, welcoming and efficient offices, including oversight of repairs, supplies, food and beverage service, records storage and destruction, visitor access, signage, mail, workspace assignments, directories and other workplace services.
• Collaborate with others to identify coverage needs, address gaps, and improve office operations.
• Coordinate marketing of the firm through the firm’s website, participation in community events, publications and hosted events.
• Administer annual attorney registration processes, coordinating additions, changes, renewals and removals with service providers.

Employee Experience

• Serve as a visible leader for the Firm and help foster a collaborative, service-oriented culture and consistent positive workplace experience.
• Plan and execute office events, employee recognition activities, educational programs and special gatherings, including budgets, venue selection, meals, materials, gifts, and on-site logistics.
• Coordinate office artwork, branding, signage, and other workplace enhancement initiatives.
• Review benefit package offerings, seek bids and oversee vendor and plan option selections.

Leadership and Administrative Support

• Directly supervise and assign legal support staff, administrative staff, reception and other designated personnel; set priorities, provide coaching, review, determination and documentation of time off and leave requests, ensure reliable coverage.
• Responsible for annual performance and compensation processes for all positions.
• Coordinate with Supervising Paralegal and Attorneys to provide legal staff supervision to support consistent service, workload coverage, training and communication among team members.
• Address employee relations, accommodation, and performance consistent with Firm procedures and applicable requirements.
• Schedule and conduct quarterly owner meetings in conjunction with financial reporting and firm needs.

Facilities, Property Management, and Business Continuity

• Manage relations and maintenance requests with property management company.
• Address building access credentials, parking issues, deliveries, certificates of insurance.
• Responsible for workplace safety, emergency planning, inspections, drills, and required postings.
• Lead and support office activities such as expansions, relocations, renovations, and reconfigurations, coordinating with stakeholders and outside service providers.
• Maintain operational readiness and promptly address and/or escalate facility, security, technology, or service disruptions to the appropriate resources.
• Acquire and maintain office furniture and fixtures.
• Ensure phone system operations and updates.
• Manage janitorial and building maintenance services.

Human Resources/Talent Acquisition

• Responsible for all phases of the recruiting process.
• Coordinate and oversee the processes of employee onboarding and departures, as the leader of Human Resources, IT and Talent Acquisition.
• Standardize onboarding and offboarding forms, tracking, and related tasks.
• Manage orientation schedules, communications, workspace and equipment readiness, building access, introductions and required notifications, equipment assignment and returns, workspace closeout, transition logistics and checklist completion.
• Responsible for all aspects of personnel management, including employee handbooks, standard operating procedures, consultation regarding performance issues.
• Process semi-monthly and special payrolls.
• Review, evaluate, and administer employee benefits and manage vendor interface.

Accounting and Financial Management

• Responsible at the full-charge bookkeeper level for all accounting activities, such as accounts payable, client accounts receivable, deposits, on-line payment system, general ledger, reconciliation of various accounting systems and functions.
• Review and approve corporate credit card charges; support monthly reconciliation and maintain appropriate documentation.
• Coordinate and process monthly billing and monthly internal reports.
• Responsible for producing and management of annual budget and monthly financial statement package inclusive of commentary regarding financial status, investment portfolio management.
• Review, advise and implement annual billing rates and adjustments.
• Conduct compensation planning, ensure adherence to state and federal regulations, licensing, reporting, banking relationships.

Information Technology

• Provide daily support to end users.
• Review, evaluate and procure technology assets and oversee their installation and maintenance.
• Support Document Management system.
• Support Time, Billing and Accounting system.
• Selection, contract, and oversight of IT vendor.
• Ensure data recovery protocols are established and managed including vendor backups.
• Maintain asset registers.

Qualifications

• Bachelor’s degree is strongly preferred; candidates with an equivalent combination of education and relevant experience will be considered.
• 10+ years in office administration, workplace operations or professional services management; law firm experience is strongly preferred.
• Demonstrated experience supervising employees, managing vendors, coordinating facilities, and balancing priorities.
• Sound judgment and discretion when working with confidential employee, attorney, financial and business information.
• Excellent written, verbal, organizational, relationship management and problem solving skills.
• Proficiency with the suite of Microsoft products and the ability to learn and administer Firm systems, workflows and vendor platforms.

Core Competencies

• Operational leadership and follow through
• Professionalism, excellent judgment, and adherence to confidentiality
• Client service mindset
• Clear communication and collaboration
• People leadership and coaching
• Planning, prioritization, and problem solving
• Financial and vendor stewardship
• Adaptability and continuous improvement

The salary is competitive and commensurate with experience.  Candidates are encouraged to include their current salary and expectations with their resume/CV.  Salary will be negotiated to reflect the selected candidate’s ability to perform in the areas of responsibility noted above.

Simons Hall Johnston PC is Northern Nevada’s preeminent litigation and employment law firm.
The firm’s founding partners came together to form the firm after extensive stints at national and regional law firms. In a short amount of time the firm has experienced tremendous success and growth. The firm has added another Partner, one of counsel and several associates to its team to help serve its clients.

The firm promotes a balanced lifestyle and supportive culture while providing the highest level of client services across a broad spectrum of areas of law. The firm promotes teamwork at all levels to best service our client's.

Company Description

Simons Hall Johnston PC is Northern Nevada’s preeminent litigation and employment law firm.The firm’s founding partners came together to form the firm after extensive stints at national and regional law firms. In a short amount of time the firm has experienced tremendous success and growth. The firm has added another Partner, one of counsel and several associates to its team to help serve its clients.The firm promotes a balanced lifestyle and supportive culture while providing the highest level of client services across a broad spectrum of areas of law. The firm promotes teamwork at all levels to best service our client's.