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Firm Administrator

Tulsa, OK

FIRM ADMINISTRATOR

Tulsa, OK

The Firm Administrator serves as part of the firm’s executive leadership, and plays an integral role in helping to develop and implement the firm’s strategies. The role requires significant initiative as it is responsible for all administrative matters for the firm and for providing direct support to the Managing Partner in the overall management of the firm, including the specific duties and responsibilities listed below.

 

The Firm Administrator:

  • Reports directory to the Managing Partner

  • Assists the Managing Partner in managing the firm

• Oversees senior level staff with responsibility for the following areas:
o Controller (Accounting/Finance)
o Human Resources Manager
o IT Director
o Marketing Director
o Office Services Supervisor
o Librarian

  • Participate in Firm committee activities for those committees which have responsibility for supervising such senior staff personnel

  • Support administrative activities at all offices

  • Review and analyze monthly financial information (Balance Sheet, Cash Flow Statement, Income Statement, Cash Forecast, Timekeeping, etc.), note trends and, together with the Controller, develop recommendations to the Managing Partner and Board of Directors for changes and improvements

  • Provide general support and assistance to the Firm’s committees

  • In conjunction with the HR Manager and a Firm labor attorney, develop, document, revise and maintain firm policies and procedures; make recommendations for changes and improvements

  • Work with the HR Manager to supervise/evaluate firm staff and set starting salaries and annual raises

  • Recommend to Managing Partner Senior Staff annual raises and bonuses

  • Develop and direct firm accounts receivable monitoring and collection work; report and make recommendations to the Managing Partner, Finance Director, and Board of Directors on a regular basis. Work with individual attorneys in collecting accounts receivable and recommend write-offs

  • Coordinate firm insurance coverages and applications and relationships with insurance agents and carriers

  • Analyze all areas of Firm operations to identify possible cost savings; report and make recommendations to the Managing Partner and Board of Directors on a regular basis

  • In conjunction with the IT Director coordinate Firm relationships with providers of telephone and other communications services; analyze quality and cost of services; make recommendations to the Technology Committee, Managing Partner, and Board of Directors

  • Analyze office space and equipment needs for all offices and assist in negotiating leases – recommendations to Managing Partners

  • With guidance from the Managing Partner and Finance Director maintain Firm banking relationships and assist in negotiating agreements with banks

  • Assist the Board of Directors in setting capital contributions for Equity Partners

  • Develop the annual Firm budget based on input from the Managing Partner and Board of Directors with assistance from the Controller

  • Develop, with HR Manager, financial information for pension plan and work with a Firm pension attorney and actuary on their annual reports, and the Firm’s required contributions

  • Liaison with HR Manager on 401k plans and Welfare and Benefit Plans (annual enrollment, audits, plan changes, etc.)

  • Work with a Firm real estate attorney and local office personnel regarding office lease renewals and/or new office leases

  • Along with the Controller, approve attorney Continuing Legal Education expenses

  • Assist the Managing Director and Board of Directors in making annual changes to the client billing rates for all firm personnel

  • Work with the Managing Director and Partner Development Committee to analyze financial data and develop compensation and benefits analysis for possible lateral hires, or groups thereof
     

  • Qualifications

    The Firm Administrator is critical to lead the very qualified administrative team and also develop deep relationships with the attorneys. This is a demanding role but one that has a high importance to the continued success of the firm.

    Education & Experience

  • An advanced degree (MBA or related business degree) is preferred or a CPA certificate

  • A minimum of 10 years of experience in senior administrative roles. Experience in a law firm or other sophisticated professional service firm is preferred but not required

  • Proven business, financial and analytical skills, including the ability to synthesize data, identify trends and make thoughtful and creative recommendations to address immediate or potential issues

  • A track record of working effectively in a fast-paced, multi-authority environment

  • A polished, professional presence that engenders trust and confidence from all members of the organization

  • Exceptional diplomatic skills and ability to work with a true partnership in a professional service environment

  • Demonstrated experience identifying organizational needs and facilitating change in a positive manner that ensures consistently high client service

  • Ability to respond to common inquiries or complaints from clients, regulatory agencies, or members of the business community

  • Ability to make effective and persuasive presentations on controversial or complex topics to executive management and/or other constituents

    Management & Leadership Skills

  • Delivers a commitment to the Firm by taking responsibility for actions and outcomes despite obstacles and shows the ability to overcome difficult circumstances while maintaining a professional presence

  • A motivated and motivational leader who can engage his or her team in the pursuit of the highest level of work and productivity

  • Able to demonstrate a high level of service delivery and do what is necessary to ensure client satisfaction while prioritizing client needs

  • Demonstrated ability to exercise sound judgment in matters regarding personnel and business operations

  • A track record building and leading high performance teams that work collaboratively to meet established organizational goals

  • Communicates courteously and professionally using excellent verbal and written communication skills

  • Develop and install procedures and controls to promote communications and understanding within the organization

  • Solid interpersonal skills and the ability to manage others through influence and gain buy-in and support for ideas or initiatives without employing a forceful, controlling style

  • Excellent time management and project management skills, combined with the ability to manage competing priorities in a calm, collected matter

o Embraces organizational goals established by Firm leadership and promotes those ideas and any changes with enthusiasm and compelling arguments

o Able to pursue potential expansion opportunities for the organization; champion different ideas and be a leader in the market; identify long-term goals and invest appropriate resources as needed; communicates vision in a way that inspires others

Personal Characteristics

  • Collegial and consensus-building, with a high degree of emotional intelligence

  • Well organized and sufficiently methodical such that others can easily follow

  • Analytical and intellectually curious, and motivated to seek out answers and solutions

  • Proactive and self-directed

  • Able to lead initiatives alone or in collaboration with others

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