Law Firm Administrator

The Law Office of Polly Tatum is seeking a high-level Legal Administrator / Director of Operations to work directly with firm leadership and drive operational excellence across the practice. This is not a traditional admin role. This position is the operational backbone of the firm — responsible for ensuring systems, people, and performance are aligned to support growth, profitability, and exceptional client service.

The Law Office of Polly Tatum is a growing, client‑focused law firm committed to delivering high‑quality legal services while maintaining a streamlined, efficient, and supportive work environment.

• Medical & Dental Insurance
• Performance‑based bonuses
• Generous PTO & Paid Holidays
• Complimentary Estate Planning Services
• All‑expenses‑paid trip after 5 years of service
• Ongoing recognition, team events, and celebrations

• Partner with firm leadership to execute operational strategy and improve firm performance
• Develop, document, and optimize workflows across all departments
• Ensure smooth day‑to‑day operations across in‑office and remote team members
• Partner with the Firm Owner to implement operational strategy and business systems
• Develop and maintain workflows that support firm growth and efficiency
• Oversee daily administrative operations across all firm locations, including remote staff
• Promote a positive workplace culture rooted in accountability and teamwork

• Track KPIs, including case timelines, conversion rates, revenue per case, and collections
• Monitor and report key performance indicators, including profit per case, revenue per employee, client acquisition cost, and matter lifecycle timelines
• Provide leadership with real‑time operational insights and accurate, real‑time operational data to support decision‑making

• Manage and develop administrative and support staff
• Establish KPIs and performance expectations
• Oversee hiring, onboarding, and training

• Oversee intake systems and client communication
• Resolve escalated client issues

• Oversee billing, invoicing, and collections
• Monitor financial performance indicators
• Manage operational budgeting and expense controls
• Coordinate with outside accountants and financial vendors
• Prepare operational and financial reports for firm leadership

• Ensure compliance with legal and ethical requirements
• Maintain secure systems and workflows
• Ensure compliance with employment laws across multiple states

• Oversee day‑to‑day operations across all firm offices
• Directly supervise and mentor office managers and administrative department leads, ensuring consistency in procedures and staffing
• Establish and enforce firm‑wide operational policies and workflows
• Serve as an escalation point for operational, staffing, and facilities issues
• Manage leases, facilities issues, and vendor contracts
• Maintain operational policies, procedures, and documentation

• Oversee HR operations, including hiring coordination, onboarding, and employee relations
• Coordinate benefits administration and HR vendor relationships
• Support office managers and supervisors with performance and workplace issues

• Oversee IT operations, vendors, and managed service provider relationships
• Ensure system reliability, cybersecurity controls, and access management
• Coordinate onboarding and offboarding technology procedures
• Evaluate and implement technology improvements as needed

• Manage leases, facilities issues, and vendor contracts
• Oversee insurance, risk management, and internal controls
• Maintain operational policies, procedures, and documentation

• 5+ years of operations experience in a legal, medical, or professional services firm
• At least 2 years of management or leadership experience
• Demonstrated experience implementing operational systems and workflows
• Experience managing teams and operational performance metrics
• Strong communication and leadership skills
• High emotional intelligence and ability to work effectively with diverse personalities
• Calm, confident, solutions‑oriented leadership style

• Experience with Clio, Lawmatics or other legal case management platforms
• Familiarity with Quick Books, ADP, or HRIS systems
• Experience managing remote or overseas staff

• Base salary: $95,000 – $120,000 per year