Firm Administrator and Director of Operations

The Firm Administrator and Director of Operations provides operational and administrative leadership and works closely with the partners to oversee day-to-day business functions, including office administration, staff management, human resources, financial reporting, billing, vendor relationships, technology, facilities, and special projects.

The ideal candidate is smart, proactive, professional, and solution-oriented. We are looking for someone who can identify problems, develop recommendations, and take an idea or objective from firm leadership through implementation and completion.

Primary Responsibilities

Leadership and Operational Execution

• Support the partners in implementing firm initiatives and operational improvements.
• Identify administrative inefficiencies, risks, and opportunities and recommend solutions.
• Develop implementation plans, assign responsibilities and deadlines, monitor progress, and ensure follow-through.
• Coordinate administrative activities, meetings, deadlines, and special projects.

Staff Management and Human Resources

• Manage and oversee administrative and support staff, including workload, performance, accountability, and development.
• Coordinate recruiting, onboarding, training, performance reviews, and offboarding.
• Maintain personnel files, HR records, PTO, benefits enrollment, and payroll documentation.
• Ensure compliance with firm policies and support a professional and accountable culture.

Systems, Policies, and Documentation

• Develop, implement, and maintain office policies, procedures, standard operating procedures, checklists, forms, and administrative documentation.
• Organize and maintain firm documents and operational resources.
• Train attorneys and staff on procedures, monitor compliance, and revise processes as needed.

Financial and Revenue Operations

• Coordinate payroll, reimbursements, accounts payable, vendor invoices, and insurance renewals.
• Oversee billing activities and support timely invoicing and collections.
• Collect and analyze financial and operational information, including billing, collections, accounts receivable, expenses, and budget performance.
• Prepare reports for firm leadership, identify trends or concerns, and recommend action.

Technology, Vendors, and Office Operations

• Serve as the primary administrative contact for vendors and manage facilities and service relationships.
• Oversee the administrative use of Clio and firm technology.
• Coordinate technology rollouts, user training, access, and vendor support.
• Support intake and administrative functions.

Qualifications

• Minimum five years of office management or administrative leadership experience.
• Experience in a professional services environment; law firm experience preferred.
• Strong organizational, analytical, communication, and project coordination skills.
• Proficiency with Microsoft Office; experience with Clio or similar legal technology preferred.
• Project management experience preferred.
• Ability to manage multiple priorities and confidential matters in a growing firm.

About Cole Law Partners

Cole Law Partners is a fast-growing Massachusetts boutique litigation firm. We seek to distinguish ourselves through excellent legal work and client service, thoughtful management, strong systems, efficient operations, and an accountable culture. This position will play a central role in building the firm’s operational foundation.

Work Arrangement

This is a hybrid Massachusetts position. The firm currently operates remotely, with occasional in-person meetings. We expect to establish a physical office, and the successful candidate will work there on a regular hybrid schedule once it opens.

Compensation and Benefits

• Compensation of $110,000 to $140,000, commensurate with experience.
• Comprehensive benefits, including health insurance, dental insurance, and a 401(k) plan.
• Unlimited vacation and flexible time off, with the expectation of professionalism, accountability, and reliability to the team and clients.