Director of Administration - Law Firm

Timoney Knox LLP, a well-established law firm in Fort Washington, PA is seeking a Director of Administration. The Director of Administration position is an executive-level position with significant discretion and broad responsibility for the management of the Firm's business operations and the supervision of employees. The Director of Administration keeps the Firm’s needs in the forefront and works closely with the Managing Partner and the Executive Committee on strategy, planning (budget and otherwise), leadership, culture, policy, problem-solving, and decision-making.

Responsibilities:

Operations Management: Oversee daily operations, including administrative, financial, information technology, and facilities. Implement operational procedures for optimal efficiency.

Human Resources Management: Effective recruitment, training, performance evaluation, and employee retention.

Client Service: Implement procedures to maintain high levels of client service.
Address operational challenges impacting client service.

IT Management: Oversee the Firm's IT infrastructure and evaluate for efficient and economical operations.

Vendor Relations: Manage relationships with external vendors and service providers.

Process Improvement: Continuously assess operations for improvement opportunities.

Marketing: Oversee marketing compliance, social media marketing, website content and functionality, and budgets for promotional materials and event sponsorships.

Team Leadership: Lead, manage, and coordinate staff activities to ensure successful execution of Firm objectives.

Duties:

Human Resources:

• Manage recruitment, onboarding, and training of new lawyers and staff.
• Supervise administrative team and maintain personnel records.
• Address HR-related issues and maintain employee relations.
• Assess and fulfill staff requirements to support firm operations.
• Coordinate schedules to maximize productivity of the Firm’s attorney and practices.
• Conduct evaluations of non-attorney personnel, recommending salary adjustments.
• Develop and enforce firm policies, procedures and job expectations for all non-attorney staff.

Benefits Administration:

• Review all insurance renewals and assist with negotiations on behalf of the Firm.
• Oversee and enhance the Firm's benefits package, including welfare and retirement plans.
• Oversee preparation of open enrollment materials and schedule enrollment meetings.
• Update enrollment portal information with payroll provider so that plan information and election amounts are accurate.
• Enter benefit election information into carrier portals and process COBRA notifications.
• Enter salary adjustments into portal for Life and Disability coverage after completion of employee evaluations.

Financial:

• Manage payroll operations, including compensation, payroll deductions and timecard verification.
• Administer 401(k) plan, including enrollments and year-end processes with third party administrator and distribution of Safe Harbor Notices and Summary Plan Documents.
• Assist with and be knowledgeable regarding budgeting and the Firm budget.

Marketing and Business Development:

• Spearhead client development initiatives tailored to specific firm goals.
• Oversee that the Firm's website and attorney bios are up-to-date and engaging.
• Maintain the Firm’s brand, coordinating with designer and external vendors.
• Coordinate the design and distribution of marketing materials, including e-blasts, newsletters, and holiday cards.

Technology:

• In conjunction with outside IT vendor, oversee the Firm's IT operations, ensuring efficient and secure technology use.
• Regularly evaluate the Firm's computer systems and software to ensure they meet operational needs.
• Manage maintenance contracts for all computer hardware and software, ensuring reliability.
• Manage the Firm's telephone system, ensuring effective communication.
• Act as the administrator for the Firm’s subscription applications and portals, including adding and removing users, setting permissions and resolving issues: Centerbase, NetDocuments, DocuSign, RingCentral, Adobe, Lexis , Law360, iSolved, DUO, ShareFile.
• Resolve day-to-day technology issues and oversee the helpdesk ticket system to ensure issues are resolved promptly.
• Manage and update the Firm’s SharePoint/Employee Resources site.

Operations:

• Complete annual registration process for attorneys licensed in New Jersey, Pennsylvania, DC, and Maryland.
• Manage renewal of the Firm’s insurance policies for Business Owner’s, Employment Practices Liability, Cyber Liability, Crime and Worker’s Compensation.
• Manage renewal of the Firm’s Professional Liability coverage.
• Attend all meetings of the Executive Committee and Partnership.
• Assist Executive Committee in strategic planning and execution.

Facilities:

• Manage the Firm's facilities, including office space utilization and maintenance.
• Procure office furniture and equipment, ensuring a productive work environment.
• Interact with vendors for electrical, HVAC, AV, landscaping and trash removal.
• Manage Facilities Coordinator, who is responsible for new employee readiness, office supplies, conference room readiness and building cleanliness.

Communication And Coordination:

• Facilitate effective communication within the Firm, schedule Executive Committee, Partnership and Staff meetings, and manage calendars.
• Function as a liaison between attorneys and support staff.
• Coordinate the Firm’s membership in professional organizations.
• Oversee the Firm’s Social Committee and Firm and staff events.
• Communicate meeting and special event schedules via email and SharePoint.

Qualifications:

• Proven ability to unite and lead diverse team members effectively.
• A minimum of 7 years' experience in a law firm administrator role.
• Exceptional leadership, administrative, organizational, and time management skills.
• Outstanding verbal and written communication abilities.
• Experience with billing and tracking Key Performance Indicators.
• A minimum of a bachelor’s degree is required.
• Certified Legal Manager (CLM) certification preferred.

This job is a full-time in-office position in Fort Washington, PA.

Please submit a resume along with a cover letter indicating your desired salary to Scott Wolpert, Managing Partner, at swolpert@timoneyknox.com. Principals only.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Flexible spending account
• Free parking
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Travel requirement:

• No travel

Work Location: In person