Law Firm Administrator

Law Office of Polly Tatum•Worcester, MA

13h•$95,000 - $120,000

About The Position

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. About the Firm 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.

Requirements

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 the ability to work effectively with diverse personalities
Calm, confident, solutions-oriented leadership style

Nice To Haves

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

Responsibilities

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
Track KPIs, including case timelines, conversion rates, revenue per case, and collections
Provide leadership with real-time operational insights
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
Ensure compliance with legal and ethical requirements
Maintain secure systems and workflows
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
Monitor and report key performance indicators, including: Profit per case Revenue per employee Client acquisition cost Matter lifecycle timelines
Provide leadership with accurate, real-time operational data to support decision-making
Promote a positive workplace culture rooted in accountability and teamwork
Oversee day-to-day operations across all firm offices
Directly supervise and mentor office managers and administrative department leads, and ensure 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 operational budgeting and expense controls
Coordinate with outside accountants and financial vendors
Oversee billing support and collections coordination
Prepare operational and financial reports for firm leadership
Oversee HR operations, including hiring coordination, onboarding, and employee relations
Ensure compliance with employment laws across multiple states
Support office managers and supervisors with performance and workplace issues
Coordinate benefits administration and HR vendor relationships
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