Law Firm Administrator

A bit about us:

We are a nationally recognized boutique law firm headquartered in Washington, D.C. Since our founding more than 50 years ago, we have provided sophisticated legal counsel to clients throughout the country.

Our attorneys practice across a range of highly specialized areas, including energy and utility law, environmental law, communications, municipal law, oil and gas, intellectual property, regulatory matters, litigation and legislative work.

We are a close-knit firm where people have the opportunity to work directly with attorneys and firm leadership. Because of our size and structure, our administrative team plays an important role in keeping the firm running efficiently and supporting the attorneys and professional staff.

We are seeking a Firm Administrator who enjoys that type of environment-someone who can take ownership, work across multiple areas of the business, and serve as a trusted resource to the firm's Shareholders.

Why join us?

High Visibility + Direct Access to Leadership

The Firm Administrator works directly with the Shareholders and participates in monthly leadership meetings, providing insight into financial performance, operations, staffing and other business matters.

Broad Scope + Meaningful Impact

This is an opportunity to oversee many different aspects of the firm rather than being confined to one functional area. You'll have visibility into finance, operations, technology, HR, benefits, vendors and facilities.

Finance + Operations

While the role touches many areas, financial management is a particularly important component. You'll work with the firm's outside accounting professionals, monitor A/R and financial performance, assist with reporting and help the Shareholders understand where things stand financially.

Technology + Innovation

The firm embraces technology and works with outside technology partners to support its systems and infrastructure. The Firm Administrator will play an important role in managing those relationships and ensuring the firm's technology continues to support its attorneys and staff.

Autonomy + Ownership

This is a role for someone who enjoys being the person who makes things happen. You'll have the opportunity to identify issues, develop solutions, coordinate resources and see projects through to completion.

Small-Firm Culture + Sophisticated Practice

You'll work in an established boutique environment where your contributions are visible and valued, while supporting attorneys engaged in sophisticated, nationally recognized legal work.

Hybrid Flexibility

The firm operates on a hybrid schedule, with employees generally working in the Washington, D.C. office two to three days per week.

Job Details

An established and nationally recognized boutique law firm is seeking an experienced Firm Administrator to oversee the firm's financial operations and support its day-to-day business operations.

This is a broad, highly visible role within a close-knit law firm environment. The ideal candidate will be financially sophisticated, comfortable working with attorneys and Shareholders, technologically capable, and able to manage a wide range of administrative responsibilities.

While the role touches finance, human resources, benefits, technology, facilities and general operations, financial oversight and business operations are central to the position.

The Firm Administrator will report directly to the firm's Shareholders and will participate in monthly leadership meetings, providing information and insight regarding financial performance, A/R, operations, staffing and other business matters.

Finance + Accounting:

• Oversee and coordinate the firm's day-to-day accounting and financial activities.
• Work closely with the firm's outside accounting professionals and internal accounting support.
• Monitor billing, accounts receivable, accounts payable and cash flow.
• Prepare and coordinate financial reports and analyses for the Shareholders.
• Assist with budgeting, forecasting and financial planning.
• Monitor A/R and collections and provide Shareholders with visibility into financial performance.
• Help develop and maintain profitability reporting for Shareholders and practice areas.
• Coordinate with the firm's outside CPA on annual financial reporting and other accounting matters.
• Serve as a knowledgeable internal resource for financial questions and communicate effectively with outside accountants.
• Oversee the firm's financial systems and related processes.

Shareholder + Leadership Support:

• Participate in monthly Shareholder meetings.
• Prepare financial and operational information for leadership discussions.
• Provide insight into A/R, financial performance, staffing, operations and other business issues.
• Work directly with firm leadership on special projects and strategic initiatives.
• Research market, competitive and operational information as requested.
• Identify opportunities to improve the firm's financial and operational processes.

Human Resources + Benefits:

• Serve as the primary administrative resource for non-attorney personnel matters.
• Coordinate onboarding and offboarding for attorneys and professional staff.
• Maintain personnel records and support employee-related processes.
• Coordinate the firm's annual benefits/open enrollment process.
• Work with outside benefits providers and brokers.
• Oversee payroll and retirement plan administration.
• Support recruiting, performance management and employee relations as needed.
• You do not need to be an HR specialist. The ideal candidate simply needs enough HR and benefits knowledge to manage the firm's existing processes and know when to bring in outside expertise.

Technology + Systems:

• Serve as the firm's primary administrative liaison with its outsourced IT and technology providers.
• Manage relationships with technology vendors and service providers.
• Help oversee the firm's accounting, document management, practice management, HR and other business systems.
• Coordinate technology projects, upgrades and transitions.
• Identify opportunities to improve efficiency through technology.
• Ensure vendors and systems are meeting the firm's operational needs.
• Be comfortable learning and implementing new technology as the firm's needs evolve.

Operations + Facilities:

• Oversee day-to-day administrative operations.
• Manage facilities, office equipment, supplies and vendors.
• Coordinate office maintenance and facilities-related projects.
• Support multiple office locations as needed.
• Ensure attorneys and professional staff have the resources necessary to work effectively.
• Manage special projects and other operational initiatives.

What We're Looking For:

• 5+ years of progressively responsible law firm administration or professional services operations experience.
• Strong accounting and financial management knowledge.
• Experience working with financial reports, A/R, billing, budgeting and/or cash flow.
• Ability to work effectively with outside accountants and financial professionals.
• Strong technology skills and comfort managing outsourced technology vendors.
• Experience with HR administration, benefits and payroll.
• Excellent organizational and project management skills.
• Strong written and verbal communication skills.
• Ability to work effectively with attorneys, Shareholders, professional staff and outside vendors.
• Strong judgment and discretion when handling confidential information.
• Bachelor's degree in Business, Finance, Accounting, Human Resources or a related field preferred.
• Experience with QuickBooks Online, Bill.com, Centerbase, NetDocuments, iSolved or similar systems is a plus.

The Ideal Candidate:

• The ideal candidate is a financially strong, hands-on law firm administrator who enjoys working in a small-firm environment where no two days are exactly alike.
• You should be comfortable moving from a financial report to a conversation with an outside accountant, then working with an IT vendor or helping resolve an HR issue.
• Most importantly, you should enjoy ownership, problem-solving and working directly with firm leadership.

Work Schedule:

• The firm offers a hybrid work environment, with employees generally working in the Washington, D.C. office two to three days per week, typically Tuesday through Thursday. The Firm Administrator may need to be in the office more frequently during certain periods depending on business needs.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot's policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

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