Office Administrator

At Vasquez Law Firm, PLLC, we are a prestigious legal team seeking a dedicated Law Firm Administrator to join us remotely.

With a competitive salary range of $10-$15, this position offers a unique opportunity to be part of a forward-thinking firm that values excellence and teamwork.

Our firm is known for its commitment to providing exceptional legal services while fostering a supportive and inclusive work environment.

As the Law Firm Administrator, you will play a vital role in managing the day-to-day operations of our firm, ensuring smooth workflow and efficient processes.

Your responsibilities will include overseeing administrative tasks, implementing office policies, and supporting our legal team in delivering top-notch services to clients.

Join us at Vasquez Law Firm, PLLC, and be part of a team dedicated to professionalism, integrity, and success. Bilingual English and Spanish required.

The Administrator is responsible for leading, managing, supervising, coaching, and training the other managers as well as the non-attorney staff, ensuring they perform to expectations.

The Administrator has the authority to hire, supervise, and fire non-attorney employees. Recommendations regarding hiring, supervising, and firing attorneys are given great weight

Compensation : $10 - $15 hourly

$10 - $15 hourly

Responsibilities :

LEADERSHIP AND STRATEGIC PLANNING :

• Works closely with the Owner to create the Business Plan, Budget, and Strategic Calendar.
• Conducts annual planning with an eye toward goals / targets for owner benefits, law firm revenue, profit, and law firm culture.
• Prepares draft Budget for finalization by the CFO in conjunction with the business planning process.
• Primarily responsible for developing and implementing the Staff Plan, the Systems Plan, the Facilities Plan and the strategic project calendar.
• Leads, supervises, and manages, all non-attorney employees.
• Works in conjunction with the Owner and Controller / CFO to administer compensation plans, discipline, promotion, termination, etc. for all employees.

Ensures leadership and planning meetings / communications are scheduled and executed :

• Annual mission, vision, values, and goals meeting.
• Quarterly kickoff meetings.
• Employee one-on-ones.
• Employee feedback.
• Employee correction / discipline.
• Performance evaluations for all non-legal staff.

HUMAN RESOURCES MANAGEMENT :

• Supervises the Human Resources Manager. Until the HR Manager position is filled, the Administrator is responsible for the HR functions.
• Creates personnel and HR policies and procedures in accordance with industry best practices and state & federal rules and regulations.

Implements and enforces the Firm's personnel rules and employment policies.

• The hiring manager is in charge of recruitment, hiring, initial orientation, and onboarding. Oversees the administrative aspects of attorney hiring and works with executive-level attorneys to interview, onboard, and train attorneys.
• Ensures every position has a job description that clearly indicates duties, outputs, outcomes, and key performance indicators.

Ensure every person in the firm has a relevant job description.

• Maintains and updates the Organizational Chart.
• Maintains personnel records for all employees, ensuring privacy & security of files and ensuring records are properly updated to document personnel changes, promotions, feedback / counseling, discipline, etc.
• Supervises the payroll function and administers the Firm’s benefit plans (or works with the vendors).
• Contact point for outside agencies and counsel with regard to unemployment compensation hearings and other actions regarding employment.
• Ensures all attorneys and other paraprofessionals are compliant with Bar regulations and are continuing education, certifications, etc.

ADMINISTRATION OF KEY BUSINESS SYSTEMS :

Supervises the Operations Manager. Until the Operations Manager position is filled, the Administrator is responsible for performing the functions.

Drive the creation, review, implementation, training, and continual testing and improvement of the law firm’s key systems in direct and close consultation with the Owner and other managers, including :

• Marketing & lead development.
• Case Intake.
• Sales.
• Substantive legal workflow.
• Case resolution.
• Time tracking.
• Billing.
• Payments and Collections.
• Finance, Accounting, and Internal Financial Controls.
• Human Resources.
• Recruitment, Hiring, Onboarding.
• Performance Management.
• Communication (internally and externally).
• Risk Management (insurance, finances, internal controls, data security, personnel, legal and ethical, corporate).
• Facilities and equipment.
• Ensures that the Firm’s business systems & processes are fully documented in writing and available to employees as needed.
• Performs audits & spot-checks and takes proactive steps to find whether policies and procedures are being followed and ensures that processes and systems are operating as intended.

If issues are discovered :

• Researches and figures out whether the problem is a flaw in the process, a problem that can be solved with technology / new process, or whether the problem is personnel-related (performance, not following processes, etc.).
• Determines the appropriate course of action : revise the policy and procedure, fix technology or find new technology solutions, train employees / team, counsel employees, remedial actions, etc.
• Implements these solutions (or makes recommendations to the COO / Owners) in accordance with the scope of authority to act.

FACTORY / PRODUCTION :

• Supervises the Case Manager / Operations Manager. Until the Case Manager / Operations Manager position is filled, the Administrator is responsible for performing the functions.
• Monitors the workflow pipeline to ensure matters and clients move progressively to established milestones and resolution in the prescribed amount of time;

considers case / matter workflow management & benchmarking from the systemic level to ensure personnel and processes are performing according to exceptions.

• Consults with the Managing Attorney and designs workflow processes and systems to build professional and ethical representation and Firm profitability.
• Review Firm SKUs and workflows for efficiency, profitability, and staff capacity (with management team).

FINANCE & ACCOUNTING

Supervises the Financial Manager, who works with the Firm’s Fractional CFO, Controller, Bookkeeper, and Billing Specialist (or any vendors providing these services) to oversee and execute financial systems : time-tracking, billing, trust account management, collections, bookkeeping, expense management, accounts payables, payroll, audits, taxes.

Until the Financial Manager position is filled, the Administrator is responsible for the Financial functions.

• Implements the Firm’s annual forward-looking budget.
• Monitors financial statements and key financial reports, prepares budgets and advises the Owner and other executive team members regarding problems and proposed solutions.
• Reviews Budget Variance Reports and other key financial reports to ensure the overall health of the Firm as well as ensure financial controls for areas under direct authority.

Qualifications :

• 2+ years of experience in administrative roles within a law firm or related field.
• Proficiency in Microsoft Office Suite.
• MUST be Bilingual in English / Spanish.
• Detail-oriented with strong organizational skills.
• Experience with multitasking.
• Knowledge of Microsoft suite.
• Strong time management skills.

About Company

About Vasquez Law Firm, PLLC

With more than 35 years of combined legal experience, we know what is at stake, and we know how to get results in a wide range of practice areas.

If you are facing a difficult situation, we are ready to put our experience and client-focused approach to work for you and your family.

We help immigrants and their families navigate the legal aspects of immigration, criminal defense, personal injury, and workers' compensation issues in their own language, connecting them with resources to improve their lives far beyond their court cases.

If you have the drive and the skills to contribute to our mission and are ready to take on this challenging yet rewarding role, we would love to hear from you.