Director of Firm Administration

Beacon Hill Staffing Group, LLC; Boston (MA); Hybrid; USD 120,000 - 180,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Leave programs

Job summary

Beacon Hill Staffing Group, LLC seeks a highly organized Director of Firm Administration to serve as the operational backbone of the firm. You will ensure efficient day-to-day operations across Finance, HR, IT, Facilities, and other administrative functions, partnering closely with the Managing Partner and Executive Committee.

You will analyze financials, manage projects, coordinate cross-department initiatives, and oversee vendor relationships, while upholding confidentiality and professional

Qualifications

• Bachelor's degree in business administration, finance, accounting, or related field.
• 7+ years in office administration, operations management, or related role, preferably in a law firm or professional services.
• Strong financial analytical skills, including forecasting, expenses, invoices, and financial reports.
• Proven project management ability with a track record of driving initiatives to completion.
• Ability to work effectively across departments, manage competing priorities, and hold others accountable for deliverables.
• Excellent organizational skills with exceptional attention to detail.
• Strong interpersonal and communication skills, with attorneys, staff, vendors, and leadership.
• Proficiency in Microsoft Office Suite, including advanced Excel skills.

Responsibilities

• Assist with financial information, forecasts, expenses, and financial reporting to support leadership decisions.
• Review invoices and expenditures for accuracy, appropriateness, and policy compliance.
• Coordinate with the Director of Finance on financial matters, including P&Ls and billing metrics.
• Prepare financial summaries, reports, and analyses for leadership.
• Monitor administrative projects across the firm, tracking milestones and deadlines.
• Handle special projects assigned by the Managing Partner and Executive Committee.
• Follow up with department heads to ensure action items and priorities advance.
• Serve as the firm's operational traffic controller across departments.
• Coordinate cross-departmental initiatives among HR, IT, and Facilities.
• Manage relationships with outside vendors, including contracts and renewals.
• Evaluate vendor performance and cost-effectiveness; resolve inquiries.
• Develop, maintain, and enforce office policies and procedures.
• Handle miscellaneous administrative matters and streamline processes.
• Coordinate office-wide communications and logistics.
• Support the Managing Partner and Executive Committee with meeting logistics and materials.

Skills

Financial analysis

Project management

Cross-functional collaboration

Attention to detail

Communication skills

Microsoft Office Suite

Education

Bachelor's degree in business administration, finance, accounting, or related field

Tools

Microsoft Office Suite

Excel

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Reputable regional law firm seeks a highly organized, detail-oriented professional to serve as its Director of Firm Administration. This role is the operational backbone of the firm's administrative functions, responsible for ensuring that the day-to-day business of running the firm is executed efficiently and effectively. Working closely with the Managing Partner, the Director of Firm Administration serves as the central point of coordination across the firm's administrative departments. The Director of Firm Administration is not a department head over any single function but rather a cross-functional coordinator and project manager who keeps the firm's operational machinery running smoothly. This individual will have strong financial analytical skills, a keen eye for detail, and the ability to manage multiple priorities.

Essential Duties and Responsibilities

• Financial Analysis
  • Assist with and analyze financial information, forecasts, expenses, and financial reporting to support informed decision-making by firm leadership.
  • Review invoices and expenditures for accuracy, appropriateness, and compliance with firm policies.
  • Coordinate with the Director of Finance on financial matters, including P&Ls, financial statements, billing and collections metrics.
  • Prepare financial summaries, reports, and analyses as requested by the Managing Partner or Executive Committee.
• Operational Coordination & Project Management
  • Monitor administrative projects across the firm, tracking milestones, deadlines, and deliverables to ensure timely completion.
  • Handle special projects and initiatives assigned by the Managing Partner and Executive Committee, from scoping through execution.
  • Follow up with department heads across Finance, HR, IT, Facilities, and other functions to ensure action items are completed and priorities are advancing.
  • Serve as the firm's "operational traffic controller" - identifying bottlenecks, escalating issues, and driving accountability across departments.
  • Coordinate cross-departmental initiatives that require alignment among HR, IT, Facilities, and other administrative functions.
• Vendor & Service Provider Management
  • Manage relationships with outside vendors and service providers, including contract negotiation, performance monitoring, and renewal management.
  • Evaluate vendor performance and cost-effectiveness, recommending changes or alternatives where appropriate.
  • Serve as the primary point of contact for vendor-related inquiries and issue resolution.
• Policies, Procedures & Office Administration
  • Develop, maintain, and enforce office policies and procedures to ensure consistency and efficiency across the firm.
  • Handle miscellaneous administrative matters that arise in the ordinary course of firm operations, exercising sound judgment and discretion.
  • Ensure administrative processes are documented, streamlined, and regularly reviewed for improvement opportunities.
  • Coordinate office-wide communications and logistics as needed.
• Executive Support & Firm Leadership Liaison
  • Work closely with the Managing Partner on day-to-day operational matters, serving as a trusted resource and sounding board.
  • Support the Executive Committee by coordinating meeting logistics, preparing materials, tracking action items, and ensuring follow-through on committee decisions.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Qualifications

• Required
  • Bachelor's degree in business administration, finance, accounting, or related field.
  • 7+ years of experience in office administration, operations management, or a related role, preferable in a law firm or professional services environment.
  • Strong financial analytical skills, including experience reviewing forecasts, expenses, invoices, and financial reports.
  • Demonstrated project management ability with a track record of driving initiatives to completion.
  • Proven ability to work effectively across departments, manage competing priorities, and hold others accountable for deliverables.
  • Excellent organizational skills with exceptional attention to detail.
  • Strong interpersonal and communication skills, with the ability to interact professionally with attorneys, staff, vendors, and firm leadership.
  • Proficiency in Microsoft Office Suite, including advanced Excel skills.
  • High degree of professionalism, discretion, and integrity.
• Preferred
  • Prior experience in an insurance defense or litigation-focused law firm.
  • Experience with legal billing systems, financial software, or practice management platforms.
  • Familiarity with vendor contract negotiation and management.
  • Experience supporting C-suite or senior executive leadership.
• Desired Professional Characteristics
  • A self-starter who takes ownership and follows through without being asked twice.
  • Detail-oriented and thorough, with the ability to manage a wide range of issues varying in complexity.
  • Calm under pressure with the ability to juggle multiple priorities and shifting deadlines.
  • A natural coordinator who builds strong working relationships and earns the trust of colleagues at all levels.
  • Proactive and solutions-oriented - identifies problems early and brings recommendations, not just questions.
  • Adaptable and flexible, with a willingness to pitch in wherever needed.
  • Professional demeanor with a collaborative, team-first attitude.

Benefits Information

• Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

We look forward to working with you. Beacon Hill. Employing the Future (TM)