Law Firm Administrator

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. 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 Responsibilities 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 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 Promote a positive workplace culture rooted in accountability and teamwork Performance Metrics & Reporting Track KPIs, including case timelines, conversion rates, revenue per case, and collections Monitor and report key performance indicators, including profit per case, revenue per employee, client acquisition cost, and matter lifecycle timelines Provide leadership with real‑time operational insights and accurate, real‑time operational data to support decision‑making 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 Manage operational budgeting and expense controls Coordinate with outside accountants and financial vendors Prepare operational and financial reports for firm leadership Compliance & Systems Management Ensure compliance with legal and ethical requirements Maintain secure systems and workflows Ensure compliance with employment laws across multiple states Firm Operations & Office Management Oversee day‑to‑day operations across all firm offices Directly supervise and mentor office managers and administrative department leads, ensuring 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 Manage leases, facilities issues, and vendor contracts Maintain operational policies, procedures, and documentation Human Resources Administration Oversee HR operations, including hiring coordination, onboarding, and employee relations Coordinate benefits administration and HR vendor relationships Support office managers and supervisors with performance and workplace issues 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 Qualifications 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 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 Compensation Base salary: $95,000 – $120,000 per year #J-18808-Ljbffr Law Office of Polly Tatum