Personal Injury Law Firm Administrator

Law Firm Administrator (Personal Injury)

Position Summary

The Law Firm Administrator oversees the daily business operations of a personal injury law firm, ensuring efficient workflows, strong financial controls, and compliance with legal and ethical standards. This role partners closely with attorneys to manage staff, finances, systems, and office operations so attorneys can focus on client advocacy.

• Oversee day-to-day office operations and ensure smooth workflow across departments
• Develop, document, and improve administrative policies and procedures
• Manage office vendors, leases, supplies, and facilities
• Oversee technology systems, case management software, and data security practices

• Manage firm budget, expenses, and cash flow
• Oversee billing, trust accounting (IOLTA), and expense reimbursement processes
• Coordinate with outside accounting and payroll providers
• Monitor contingency fee tracking and case-related costs
• Prepare financial reports for firm leadership

• Manage hiring, onboarding, training, and performance management of staff
• Oversee payroll, benefits administration, and timekeeping
• Ensure compliance with employment laws and firm policies
• Handle employee relations and disciplinary matters as needed

• Ensure administrative systems support PI workflows (intake, medical records, liens, settlements)
• Oversee client intake processes and quality control
• Monitor case status reporting and administrative deadlines
• Support settlement processing and disbursement procedures

• Ensure compliance with state bar rules, trust accounting requirements, and confidentiality standards
• Maintain records for audits and regulatory inquiries
• Implement risk management and data protection best practices

• Act as a strategic partner to firm leadership
• Provide operational insights and recommendations for growth and efficiency
• Support expansion initiatives, staffing plans, and process improvements
• First point of contact for all potential client calls to ensure potential clients are converting to signed cases, and the firm is achieving new case quotas
• Identify and retain viable lead source companies
• Expected to act as a business development specialist to ensure new cases are generated in line with sales goals
• Oversee all aspects of the sales, marketing and operations
• Expected to be "on call" after hours and weekends for after hours PC calls

• 5+ years of law firm administration or legal operations experience (personal injury required)
• Strong knowledge of contingency fee practices and trust accounting
• Experience managing staff and office operations
• Proficiency with legal practice management and accounting software
• Strong organizational, leadership, and communication skills
• Strong sales and marketing skills

• Experience in a personal injury plaintiff-side law firm
• Knowledge of medical billing, liens, and settlement disbursement processes
• Bachelor’s degree in business administration, management, or related field
• HR or financial management certification

• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan options
• Professional development opportunities