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ADMINISTRATOR
Job Summary:
The Law Firm Administrator will continue modernizing its practice; this person will be instrumental in suggesting, researching, and implementing newer and more efficient methods and/or technologies to benefit the law firm’s overall profitability. In addition, they will oversee non-attorney staff who perform a variety of clerical and administrative support tasks and attorneys to facilitate the efficient operation of the law firm. They will oversee the financial aspects of the firm, in addition to assisting in developing organizational and business goals. Responsibilities include managing operational, accounting, and administrative functions of the firm including, but not limited to: facilities, risk management, employee benefit plans, accounts payable and receivable, and client service. A strong ability to adapt and learn quickly, and have the authority to manage both up and down. Good management skills and critical thinking are a must, along with the ability to solve problems independently.
Supervisory Responsibilities:
Supervises and counsels staff.
Trains staff regarding firm procedures and information systems.
Recruits and assists in hiring new non-attorney and attorney employees.
Conducts annual performance evaluations that are timely and constructive.
Handles discipline and termination of non-attorney and attorney employees as needed and in accordance with company policy.
Duties/Responsibilities:
Oversee staff to seek resolutions to unexpected emergency situations involving clients.
Manages the day-to-day operations of the office; prioritizes use of support staff and facilities.
Manage the daily operations of information systems.
Manage equipment, office services, and facilities.
Manage marketing campaigns and marketing materials.
Manage schedules and appointments including trial dates and hearings, and meetings and travel.
Negotiating with vendors and facilities for pricing and renewing contracts.
Overseeing the HR department, accounting department, and IT department.
Researching, negotiating, and maintaining employee benefit plans, particularly retirement and salary administration.
Ensuring case files are closed and finalized within the law firm’s case management IB systems.
Promote a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.
Delegate legal correspondence and documentation.
Participate in the strategic planning process with management to identify and accomplish short-term and long-term organizational goals.
Prepare the organization’s budget.
Perform or facilitate and delegate accounting functions as needed. These may include billing, preparation of financial statements, management of reports, case management and collections.
Consult with outside accountants for audits, preparation of tax returns, and the production of other reports as required by law.
Draft and implement operational and human resource policies and practices to ensure quality services.
Assist with human resource management as needed.
Perform other related duties as assigned.
Coordinate with Third Party vendors for firm events and functions.
Required Skills/Abilities:
Detail-oriented and professional.
Superior written and verbal communication skills.
Excellent interpersonal and customer service skills.
Advanced understanding of office management practices including knowledge of accounting procedures and information systems.
Ability to organize and prioritize tasks, delegating when appropriate.
Extremely proficient in Microsoft Office Suite or other similar software program.
Ability to maintain confidential records.
Education and Experience:
Bachelor’s degree in Human Resources, Business Administration, Finance or related field required.
At least five years of experience in a senior management position.
Location:
Remote and in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 50 pounds at times.
MANAGING ATTORNEY
Job Summary:
The managing attorney is assigned to a specific department within the firm. They organize and lead the entire legal team and outside departments in order to bring cases to a healthy conclusion. Managing attorneys are also responsible for guiding other attorneys. They provide extra experience on circumstantial events that assist newer attorneys in providing the healthiest results to clients. Likewise, that extra experience allows them to conduct initial consultations to inform potential clients of what we can do to help them accomplish their goals to get them from where they are now, as to where they want to be with our firm’s help.
Duties/Responsibilities:
Counsel firm attorneys on unique or new case approaches.
Utilize experience to provide insight to cases and increase the likelihood of healthy negotiations.
Provide guidance to legal staff and coordinate the best course of action in emergency events.
Conduct initial consultation and discuss possible case approaches for each unique circumstance our potential clients may be facing and inform them of how we can help them accomplish their goals.
Ensure that quality is maintained across their assigned legal department.
Lead trials when necessary.
Assist with training and staff support on legal expectations and requirements.
Monitor staff regarding proper use of firm procedures and information systems.
Supervise and counsel legal staff.
Review and approve documents drafted by legal staff.
Counsel clients and manage legal advice provided to the clients regarding their cases and best projected course of action.
Manage the organization of court hearings and associated documentation.
Manage support staff in the scheduling of trial dates, hearings, meetings, and travel.
Maintain a professional and positive work environment by facilitating effective communication and information sharing among professional, management, and support staff.
Prepare legal correspondence and documentation for finalization.
Participate in the strategic planning process with the legal team to identify and accomplish short- and long-term case goals.
Project costs of overall clients’ cases, review case bills for accuracy and approve them for clients to receive.
Perform other related duties as assigned by managing attorneys.
Help resolve unexpected emergency situations involving clients.
Maintain personal meetings with clients to move forward in the cases and provide them with legal advice on how to approach the active circumstances.
Conduct matter meetings with the legal team to ensure all cases are managed and up to date.
Attend and lead working meetings with clients both in person, digitally, and telephonically.
Delegate reasonable tasks to the legal team in order to achieve the best outcome for case goals.
Counsel clients with legal advice for their specific case and circumstances.
Lead our side of representation through in-person and digital hearings.
Maintain record and documentation of all case-related items and recordings by uploading or assigning tasks to appropriate legal team members in order to maintain live and up-to-date electronic records.
Lead our side of representation through any necessary official or unofficial court-related meetings.
Directly speak with authorities such as police officers, child protective services, and other individuals of legal authority.
Determine the amount of funds needed in order to resolve clients’ cases given the current and developing circumstances of each individual case.
Determine possible payment plans on rare occasions that may assist less financially stable clients with the ability to complete and pay for their cases.
Recognize that payment plans are not always the best course of action and are generally only made as exceptions for specific clients.
Maintain a professional and working relationship with opposing counsels and opposing parties on cases.
Required Skills/Abilities:
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Ability to draft and explain legal documents.
Ability to organize and prioritize tasks, delegating when appropriate.
Extremely proficient in Microsoft Office Suite or other similar software programs.
Highly proficient in Google software.
Willingness to learn.
Ability to multitask.
Ability to type quickly and accurately.
Eligible for malpractice insurance.
Valid and active state-issued driver license.
Must be in good standing with the State Bar of Texas without disciplinary actions.
Education and Experience:
Bachelor’s Degree or Higher.
Juris Doctorate required.
5 years of experience in the legal field preferred.
Driver’s License preferred.
Location:
Remote and in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 30 pounds at times.
PARALEGAL
Job Summary:
The paralegals work as a team to assist attorneys in case work. They help to draft documents, coordinate and schedule hearings, and work directly with the attorney to meet positive resolutions on cases. Paralegals also communicate directly with clients, opposing sides, and the courts to assist in the legal process.
Duties/Responsibilities:
Manage deadlines, court dates, and in-person meetings with clients and the firm to ensure the calendar is maintained.
Schedule appointments and meetings at the request of the attorney.
Attend and assist with meetings the firm is a part of.
Communicate effectively with clients and maintain relationships to work efficiently with clients.
Manage the legal phone lines for incoming calls from opposing counsels and clients.
Maintain contact lists for each case.
Assist with resolving unexpected emergency situations involving clients.
Handle and process communications with clients, witnesses, opposing counsel, opposing party, etc.
Manage assigned cases’ recordings and process them accordingly.
Manage assigned cases’ case notes and file documents as necessary.
Prepare legal documents, electronic filing, correspondences, pleadings, and coordinate with process servers under the management of an attorney.
Process and mail necessary court and case documents.
Manage a log of firm expenses per client case.
Manage an organized filing system for all legal documents.
Conduct matter meetings with the legal team to ensure all cases are managed and up to date.
Assist attorneys in hearing and trial preparation by preparing and organizing exhibits, organizing and coordinating witnesses, conducting research on legal articles, and assisting with client meetings and motion filings.
Attend trials, mediations, depositions, and assist attorneys as needed.
Required Skills/Abilities:
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Ability to draft and explain legal documents.
Ability to organize and prioritize tasks, delegating when appropriate.
Highly proficient in Google software.
Willingness to learn.
Ability to multitask.
Ability to set priorities and complete tasks by due dates.
Ability to type quickly and accurately.
Education and Experience:
Paralegal’s certification or higher.
Minimum 2 years of experience preferred.
Driver’s License preferred.
Location:
Remote and in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 30 pounds at times.
BOOKKEEPER
Job Summary:
Bookkeepers are responsible for maintaining accurate firm records of financial movement. They are also responsible for maintaining accurate data records and reproducing them as required. The bookkeeper is a number-oriented position that helps to maintain the proper documentation and functionality of the accounting department.
Duties/Responsibilities:
Manage all bookkeeping duties.
Utilize QuickBooks to import and maintain accurate records of Accounts Receivable and biweekly invoicing documents.
Process accounts payable.
Maintain vendor financial relationships.
Monitor firm’s overall finances and provide accurate and up-to-date reports.
Oversee and report office expenses and keep a record of cash receipts.
Manage the preparation and execution of biweekly staff payroll.
Generate all payroll tax payments and forms.
Manage the preparation and proper documentation of operating and business taxes.
Produce financial statements regarding cash flow, profit and loss statements, and balance sheets.
Reconcile bank and credit card statements.
Perform daily review, reconciliation, and correction of all data entry of receipts (cash, checks, credit cards, electronic funds transfers, and deposits) and client costs in billing and accounting systems.
Maintain a professional and positive work environment by facilitating effective communication and information sharing among professional, management, and support staff.
Help with resolving unexpected emergency situations involving clients’ funds by processing payments.
Manage accurate records of client billing within all electronic systems.
Report profit and loss statements.
Create balance sheets.
Ensure accounts payable are accurately recorded.
Generate monthly general ledger account reconciliations.
Produce monthly financial statements.
Responsible for bonus distribution and other commission-based pay.
Manage IRS tax payments.
Manage a log of firm expenses.
Work in conjunction with attorneys to coordinate any significant financial obligations needed for case development such as but not limited to mediation and trials.
Manage clients’ trust to ensure it continues to maintain the minimum balance specified in the Client Agreement.
Responsible for collections that span to 60 days overdue.
Send certified letters in reference to collections.
Generate weekly and monthly reports.
Required Skills/Abilities:
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Highly proficient in conveying emails and other communications in a courteous and professional manner.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Strong knowledge in accounting principles.
Take initiative when appropriate.
Ability to maintain organization.
Willingness to learn.
Education and Experience:
High School Diploma or equivalent.
Bachelor’s Degree or Higher in Accounting, Business, or related discipline of study.
3-5 years of experience in related fields is preferred.
Proficient with Google Sheets and Excel.
Expert experience with programs like QuickBooks.
Location:
Remote or in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
LEGAL ASSISTANT
Job Summary:
The legal assistant is assigned to the overall legal team. They are responsible for managing the firm’s schedules, documents, meetings, notes, supplies, and other requested tasks. Legal assistants also conduct in-person conferences with clients to obtain documentation and provide clients with assistance in accessing their legal documents through the firm’s electronic systems.
Duties/Responsibilities:
Manage the firm’s calendar and appointments.
Manage firm’s case notes and file documents as necessary.
Manage scanning and delegation of firm’s documents to appropriate legal team members.
Manage printing of documentation and provide physical copies to appropriate personnel.
Manage the firm’s recordings and process them accordingly.
Schedule appointments and meetings at the request of the firm.
Attend and assist with meetings the firm is a part of.
Coordinate office conference room bookings.
Assist with the taking and processing of attorney notes during meetings, hearings, mediations, depositions, and other in-person conferences.
Monitor client phone lines and schedules based on urgency and client needs.
Assist in unexpected emergency situations involving clients.
Process and organize sent and received mail.
Send mail to proper personnel when appropriate.
Manage and process the closing of finished cases.
Maintain up-to-date records of open and closed cases.
Conduct client outreach as deemed appropriate by legal staff.
Conduct in-person conferences with clients to obtain documentation, assist with technical troubleshooting, and collect documentary evidence to support the client’s case in court.
Complete administrative duties such as making copies and meeting clients.
Coordinate appointments, including all correspondence and necessary associated scheduling tasks.
Assist the legal team with the preparation and organization of legal exhibits, depositions, pleadings, and other necessary documentation in preparation for hearings and legal meetings.
Assist with overall trial preparation.
Develop and maintain records regarding billable hours on worked cases.
Perform other related and necessary duties as assigned.
Required Skills/Abilities:
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Ability to type quickly and accurately.
Innate problem solver.
Ability to use good judgment.
Understanding of Google Software preferred.
Education and Experience:
Minimum 1 year of experience in the legal field.
High School Diploma or equivalent.
Driver’s License preferred.
Location:
Remote or in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 50 pounds at times.
RECEPTIONIST
Job Summary:
The receptionist is the face of the firm. They are responsible for coordinating meetings for the entire firm, monitoring phone lines to tend to client’s needs, and processing simple clerical tasks. Receptionists are also integral in helping to emphasize a hospitable and healthy environment for the clients we work with. It is important that our clients feel comfortable and confident speaking with our firm.
Duties/Responsibilities:
Manage phone lines and coordinates with clients to schedule meetings.
Monitor phone lines and delegate callers to appropriate departments or personnel.
Assist with non-legal questions asked by clients and other incoming callers.
Help with resolving unexpected emergency situations involving clients by delegating to appropriate legal or accounting team members.
Manage the firm’s calendar and appointments.
Schedule appointments and meetings at the request of the firm.
Coordinate office conference room bookings.
Greet and tend to clients in person and over the phone.
Set-up office for in-person meetings.
Attend and assist with meetings the firm is a part of.
Produce necessary meeting materials to help optimize client’s experience.
Scan, log, and retrieve firm’s incoming and outgoing mail; then provides mail to appropriate firm members to complete processing and documentation of data.
Process and delegate mail to appropriate legal or marketing team personnel.
Provide a friendly, inviting, and professional environment for clients.
Schedule clients based on the time-sensitive nature of their requests.
Receive, process, and forward any incoming telephone calls to the appropriate individuals; answering basic questions about firm functionality when needed.
Maintain office cleanliness and organization of resources with team members.
Maintain security by following procedures and ensuring controlled access to case files.
Manage reception and office cleanliness to ensure a clean and professional environment for clients and employees.
Responsible for monitoring the level of office supplies and tools, informing the administrator when more is needed for firm function.
Required Skills/Abilities:
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Ability to use good judgment.
Understanding of Google Software preferred.
Education and Experience:
Entry level position.
High School Diploma or equivalent.
Driver’s License preferred.
Location:
Remote or in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 50 pounds at times.
SALES REPRESENTATIVE
Job Summary:
The sales representative is a person who helps secure all of the firm’s clients. They are responsible for verifying potential clients’ information and starting them on the process of representation. The sales representative is also the first line of defense in determining the likelihood of the firm pursuing cases.
Duties/Responsibilities:
Monitor new client phone lines and coordinates with potential clients and attorneys to schedule meetings.
Manage the attorneys’ calendars around new client appointments.
Coordinate office conference room bookings.
Manage firm’s case notes and files documents as necessary.
Manage review of firm’s documents as delegated to attorney for consultations.
Manage firm’s recordings and process them accordingly into client files.
Provide a compassionate environment for new clients to enter when they call in for assistance.
Conduct outreach to potential clients that contact us, and follows up with them following the consultation.
Manage Client Agreements by drafting them with case specific information and sending them out for signature.
Manage initial payments provided by the client, including initial consult and retainer payments.
Manage intake and new clients set-up in systems.
Verify conflicts of interest.
Conduct proper procedure to indicate level of representation to client.
Provide potential clients with documentation to indicate what steps of the hiring process have been achieved.
Help with resolving unexpected emergency situations involving potential clients.
Provide benefits to company sales through exceptional customer service, selling skills, team mindset, enthusiasm, and compassion.
Maintain up to date knowledge of the firm’s products, services, and rates.
Memorize firm sales protocol to make effective sales.
Communicate effectively with the sales team to indicate an accurate record of sales progress and follow-up success.
Log time associated with each case.
Make detailed notes of referral sources so that they can be thanked properly.
Required Skills/Abilities:
Superior written and verbal communication skills.
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Ability to indicate compassion to grieving clients.
Highly proficient in Google software.
Willingness to learn.
Ability to work with a team.
Education and Experience:
Entry level position.
High School Diploma or equivalent.
Location:
Remote or in person.
SALES MANAGER
Job Summary:
The sales manager is a person who helps secure all of the firm’s clients. They are responsible for leading the sales team and ensuring new clients have a quality and sensitive experience. The sales manager reaffirms our firm’s goal of healthy cases and sets the legal team up for success and ensures proper procedures are being followed by sales staff.
Duties/Responsibilities:
Lead the sales team and monitor sales performance.
Supervise and counsels sales staff.
Review Non-Engagement Letters to ensure the firm is protected from malpractice.
Monitor the quality and accuracy of outgoing sales emails.
Monitor the follow up of potential clients, and ensure that care has been taken in outreach for both sensitivity and security of the client.
Provide potential clients with documentation to indicate what steps of the hiring process have been achieved.
Manage the potential client outreach per incoming contact forms.
Manage Non-Engagement Letters and ensure they are properly sent to all outstanding hires as deemed appropriate for every client.
Manage new client phone lines and coordinates with potential clients and attorneys to schedule meetings.
Manage the attorneys’ calendars around new client appointments.
Coordinate office conference room bookings.
Manage firm’s case notes and files documents as necessary.
Manage review of firm’s documents as delegated to attorney for consultations.
Manage firm’s recordings and process them accordingly into client files.
Provide a compassionate environment for new clients to enter when they call in for assistance.
Conduct outreach to potential clients that contact us, and follows up with them following the consultation.
Manage Client Agreements by drafting them with case specific information and sending them out for signature.
Manage initial payments provided by the client, including initial consult and retainer payments.
Manage intake and new clients set-up in systems.
Verify conflicts of interest.
Conduct proper procedure to indicate level of representation to client.
Help with resolving unexpected emergency situations involving potential clients.
Ensure company policies and procedures are maintained.
Work directly with other department heads in order to gauge the location of sales success, and determine what additional areas need to be targeted.
Provide benefits to company sales through exceptional customer service, selling skills, team mindset, enthusiasm, and compassion.
Maintain up to date knowledge of the firm’s products, services, and rates.
Memorize firm sales protocol to make effective sales.
Required Skills/Abilities:
Superior written and verbal communication skills.
Detail-oriented and professional.
Excellent interpersonal and customer service skills.
Ability to maintain confidential records.
Strong listening and communication skills.
Utilize electronic systems for documentation.
Ability to indicate compassion to grieving clients.
Highly proficient in Google software.
Willingness to learn.
Ability to work with a team.
Ability to organize and prioritize tasks, delegating when appropriate.
Education and Experience:
At least 2 years experience in the legal field.
High School Diploma or equivalent.
Location:
Remote or in person.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
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