WE ARE LOOKING FOR AN EXPERIENCED PROFESSIONAL LEGAL ADMINISTRATOR TO TAKE US TO THE NEXT LEVEL AND BEYOND.

We are looking for a Professional Legal Administrator located in Spokane, WA. This is an in-person, executive-level position … a full-blown, bona fide Legal Administrator responsible for a wide range of activities in all phases of administration, personnel, finances, facilities, and business systems. This law firm is rapidly growing. If you are chosen, be prepared for a high energy exciting position.

We need someone with significant hands-on experience. You will handle key administrative responsibilities and play a major role in shaping firm culture. We have the best clients and being part of this team is all about helping the senior population.

You must have experience leading, growing, and managing a team of more than 10 people and a budget of more than 5 million. This is not an "Office Manager" or "Administrative Assistant" position.

PLEASE NOTE: If you're interested in applying to this position, you must follow ALL directions found at the end of this ad to be considered.

We are building our “A-team” and we need this position to take us to the next level. As you know, the Legal Administrator is a key hire and it is crucial that we get this right! Our process might take a little longer than you’re used to…but it’s worth it. If you take the time to read this ad and follow the instructions to apply, we will be excited about the chance to learn more about you.

ABOUT THE POSITION

The Professional Legal Administrator will work closely with the Owners on firmwide strategy, financial management, systems development, and overall management of the firm. This position will be involved in overseeing all phases of administration, personnel, facilities, technology, and security, and will be responsible for planning, organizing, directing, and controlling the day-to-day operations of the Firm.

Our Legal Administrator will be responsible for managing and overseeing the systems that run the business and the people who run those systems. Also responsible for creating, reviewing, and reporting on budgets, cash flow forecasts, workflows, systems, and processes.

You must be able to show evidence of your prior success with:

• Working in accountability to a business plan and budget
• Helping law firm businesses navigate the complexities of rapid growth
• Refining business processes to improve law firm profitability
• Using project management to ensure clients’ matters are handled appropriately, legal and ethical requirements are met, and clients receive excellent service
• On-boarding, supervising, onboarding, continuous training to drive employee engagement
• Managing Human Resources functions (recruitment, interviewing, payroll, benefits administration)
• Understanding and using common business reports to make decisions (budget variance, PL, cashflow forecast)
• Managing facilities, security, technology vendors

TO APPLY, WE NEED YOU TO FOLLOW A TWO-STEP PROCESS.

This will be a multi-phase top-grading interview process so we can get to know each other and make sure we are a good match. Applying now is the first step. If you don’t follow the instructions for applying, your journey stops here. (Yes, we are serious about this. Following instructions is important for a Professional Legal Administrator who is supposed to make sure everyone follows the rules.)

You will be prompted to upload a resume during the application process. You must include a cover letter that should tell us (a) why you would be great for this job, (b) what makes you nervous about this job, and (c) what your favorite movie is and why.

Salary is dependent upon experience. The compensation package includes an incentive program commensurate with performance. We will define specific KPIs for expected law firm profitability and growth.

ESSENTIAL ELEMENTS OF THE JOB

• Business and Strategic Planning
• Collaborate with the Owners and other department directors to create the annual Business Plan, annual budget, and strategic calendar
• Work with the Owners and key vendors to improve financial controls and analyze key financial reports to identify inefficiencies in the Firm and spot opportunities for improvement to the Firm’s bottom-line
• Employee Supervision, Leadership, Engagement and Performance Management
• Supervise and train non-attorney staff using techniques that drive engagement
• Evaluate Key Performance Indicators (KPIs) and make recommendations to the owner regarding their work assignments, salaries, bonuses. and discipline
• Human Resources Management to include hiring and firing of staff
• Implement and enforce the Firm's personnel rules and employment policies
• Evaluate positions, workloads, and capacity to determine attorney and non-attorney hiring needs
• Recruit, interview, and screen applicants for attorney and non-attorney positions
• Coordinate employee leave and position coverage, supervise payroll and administer the Firm’s benefit plans
• Workflow and Business SystemsCreate and improve critical business systems to ensure profitable operations
• Ensure all systems are documented (policies, procedures, scripts, templates, automation) and organized
• Create an internal audit system to trigger red flags when systems are not working optimally, investigate the reason for the failures, and propose solutions (whether related to personnel, technology, workflow, etc.)
• Vendor Management
• Coordinate with and supervise bookkeeping on general ledger and trust accounting
• Liaison with IT, professional service, and other vendors to facilitate the smooth operation of the back-end operations of the Firm
• Facilities Management
• Handling client complaints
• Refine and maintain the Firm’s technology infrastructure to minimize waste and maximize internal efficiencies within the firm
• Approve the purchasing of office equipment and supplies using the approved budget
• Ensure emergency protocols are in place and staff are trained to execute them
• Review and interpret all financials

You must be able to show evidence of your prior success with:

• Working in accountability to a business plan and budget
• Helping law firm businesses navigate the complexities of rapid growth
• Refining business processes to improve law firm profitability. Using project management to ensure clients’ matters are handled appropriately, legal ethical requirements are met, and clients receive excellent service
• On-boarding, supervising, onboarding, continuous training to drive employee engagement
• Managing Human Resources functions (recruitment, interviewing, payroll, benefits administration)
• Managing people/HR
• Understanding and using common business reports to make decisions (budget variance, PL, cashflow forecast)
• Managing facilities, security, technology vendors

CHARACTERISTICS AND COMPETENCIES
Who you are is just as important as what you will do. The right person for this role must:

• Embrace candor and compassion in communications and interactions
• Have a sense of humor in equal measure to your sense of compassion
• Not only tolerate and adapt to change but seek change out and drive change for growth
• Seek out and uncover performance issues and recommend solutions
• Have a high energy level
• Have a positive and upbeat attitude
• Have keen conflict resolution skills (not conflict)
• Be metrics-driven and KPI-obsessed
• Someone we can develop trust in and who will trust in us
• Be able to “manage up” to help us help you get your job done

REQUIRED EXPERIENCE AND EDUCATION

• Demonstrable experience in managing a workforce of at least 10 and a budget of $1 million.
• Significant responsibility for business operations such as human resources, technology, facilities, finance, and marketing. Experience in operational process refinement, budgeting, and HR is of the highest importance.
• Prior legal experience is very helpful. Knowledge of estate law will be helpful but is not required. (If you don’t know how the estate courts work, you need to commit to getting up to speed quickly because you will be expected to make sure cases and clients are getting the attention they need and that the staff is following the rules)

We want to grow, so we can help more people– clients, clients’ families, and by creating jobs for A+ employees. We want to be profitable, too. We want to have a good life; we want to pursue our goals and we want to help you pursue yours. We are fiercely protective of our clients and our team, who have trusted us to help them achieve their goals. If this sounds like a firm you want to work at and a role and job you can do, we very much look forward to seeing your application. 

Working with us can prove to be the best job you ever had or the most frustrating … depending on your flexibility, team-spirit, commitment to our clients, and your realistic expectations about what it’s like to work in a fast-paced growing business with passionate and entrepreneurial owners.