Firm Administrator

Martin & Jones; Fayetteville (TN); On-site; USD 70,000 - 90,000; Full time

Job summary

A regional law firm in Fayetteville, TN is seeking a Firm Administrator to manage financial operations, oversee technology and administrative systems, and support HR functions. This is a senior role requiring strong leadership, discretion, and experience in law firm or professional services administration. The ideal candidate will be proactive, organized, and able to collaborate effectively with firm leadership. This position is critical for shaping the firm's success and requires an honest leader committed to making a meaningful impact.

Qualifications

• Experience in law firm administration or comparable operational role.
• Familiar with accounts receivables, billing, and financial reporting.
• Ability to work directly with partners and senior attorneys.

Responsibilities

• Oversee financial operations including billing and accounts.
• Manage firm's technology coordination and internal processes.
• Support marketing and business development initiatives.

Skills

Law firm administration

Professional services management

Accounting

Clio practice management software

QuickBooks

Microsoft 365

Strategic thinking

Discretion

Tools

Clio

QuickBooks

Microsoft 365

Job description

Martin & Jones is a law firm with offices in Fayetteville, TN, and Knoxville, TN, serving clients in Tennessee, Alabama, and Kentucky. The firm primarily works with clients in the design and construction industry--but also some real estate and other matters.

Job Overview

We are seeking a dynamic and strategic Firm Administrator in either our Fayetteville, TN, or Knoxville, TN, office to take ownership of the firm’s financial operations, administrative systems, technology coordination, and internal processes. This is a senior, trusted role with meaningful responsibility and direct interaction with firm leadership.

The ideal candidate is organized, decisive, and comfortable operating across finance, operations, HR, IT coordination, and marketing administration. This is not a clerical position. It is a management role.

Core Responsibilities

Financial Operations

• Oversee monthly billing and receivables processes, including: time entry completion and coordinating invoice preparation, attorney review, approval, and timely delivery
• Coordinate with outside accounting support to ensure timely, accurate financials
• Generate, analyze, and report to partners key financial and performance results each month
• Manage operating account and assist with trust account reconciliation processes
• Produce and analyze key financial reports, including: AR aging and cash flow and expense forecasting
• Establish and manage invoice intake and approval workflows and ensure timely payments and check runs
• Oversee annual budgeting and quarterly planning cycles

Insurance & Risk Management

• Manage renewals and applications for: Professional liability, General liability, and Cyber insurance.
• Coordinate with brokers and firm leadership on coverage strategy
• Serve as internal coordinator for firm technology, including: Clio, QuickBooks, Microsoft 365 (Teams, SharePoint, Copilot), Adobe, Lexis, Walters Klower, and other technology tools
• Oversee transition and organization of firm electronic file systems
• Manage licensing, user access, and vendor billing for technology tools
• Coordinate hardware strategy and lifecycle planning (experience with Macs a plus)

Marketing & Business Development Support

• Develop and maintain firm’s marketing budget and vendor relationships
• Coordinate social media strategy with firm leadership and consultants
• Manage website maintenance and periodic reviews
• Handle submissions and calendars for third-party directories and rankings
• Track and support attorney presentations, seminars, and proposal opportunities

Human Resources & Firm Operations

• Assist with staffing plans, recruiting logistics, and job postings
• Maintain and update employee handbook and internal policies as directed by firm partners
• Coordinate benefits administration, including implementation of a 401(k) plan
• Support development and maintenance of SOPs and the firm practice manual
• Assist leadership with operational planning and internal workflows

Qualifications/Preferences

• Experience in law firm administration, professional services management, or a comparable operational role
• Experience and familiarity with accounting, especially accounts receivables, billing, trust accounting, and/or financial reporting
• Experience with practice management software (we use Clio), QuickBooks, and/or Microsoft 365 preferred
• High degree of discretion, judgment, and professionalism
• Comfortable working directly with partners and senior attorneys
• Character and trustworthiness is the single greatest character trait required for this position--frankly, everything else is negotiable.
• Are you our next Firm Administrator? Ready to be at the heart of shaping our organization’s success! Your leadership will empower teams, streamline operations, and pave the way for growth. We value energetic professionals who thrive on challenge, excel in strategic thinking, and are committed to making a meaningful impact. Most of all, we require an honest person who can be trusted, just like our clients trust us. If you are that person, please let us know.