Law Firm Administrator

Salehi Boyer Lavigne Lombana, P.A.; Coral Gables (FL); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Health, dental, vision benefits

401(k) plan

Professional development

Collaborative work environment

Job summary

Salehi Boyer Lavigne Lombana, P.A. in Coral Gables, FL, is seeking a Firm Administrator and Operations Leader to manage the business, people, systems, and daily operations of a growing litigation practice.

This role partners with firm leadership and owns operations, financial reporting, billing oversight, HR, vendor management, and process improvement in a fast-paced legal environment where confidentiality and proactive communication matter.

Qualifications

• Meaningful law firm administration or operations experience.
• Insurance defense experience strongly preferred.
• Ability to own issues, communicate clearly, protect confidential information.
• Direct, honest, and able to raise difficult issues.
• Trustworthy with personnel, payroll, financial records and confidential matters.
• Proactive in communication, follow through and risk management.
• Clear and professional in writing and in-person with attorneys, staff, clients, carriers and vendors.
• Growth mindset and willingness to build processes and scaling infrastructure.

Responsibilities

• Oversee firm operations across administration, staffing, technology, vendor relationships, facilities, and internal systems.
• Billing oversight, collections, realization tracking, P&L reporting, and financial coordination with accounting.
• Legal billing processes, carrier guideline compliance, invoice review, and coordination with case management and accounting platforms.
• Recruiting, onboarding, employee relations, performance reviews, staff development, and HR compliance.
• Office systems, workflows, training materials, internal documentation, and operational procedures.
• Vendor, subscription, software, building, parking, facilities, and office equipment management.
• Support for firm growth, including new office planning, staffing needs, and process development.
• Direct collaboration with leadership on business development, carrier relationships, strategic planning, and firm-wide initiatives.
• Coordination of firm events, team building, employee engagement, and workplace culture.
• Administrative support for attorneys and staff to ensure efficient and professional operations.

Skills

Strong communication

Organizational skills

Client service skills

Proactive communication

Risk management

Education

Bachelor's degree in business administration/management/HR

HR credentials (SHRM/PHR/CLM)

Tools

Microsoft Office Suite

Clio

QuickBooks

Westlaw

Job description

Firm Administrator and Operations Leader

Location: Coral Gables, Florida

Schedule: Full time, hybrid

About the Firm

Salehi Boyer Lavigne Lombana, P.A. is a modern boutique litigation firm built on creativity, strategic thinking, and disciplined client service. Our practice focuses on first party property, third party liability insurance defense, coverage matters, commercial disputes, and litigation throughout Florida state and federal courts.

We are not looking for someone to simply maintain the status quo. We are looking for an operations leader who can help build the next stage of the firm.

About the Role

We are seeking a Firm Administrator and Operations Leader to work directly with firm leadership and help manage the business, people, systems, and daily operations of a growing litigation practice.

This person will serve as a trusted partner to the Managing Shareholder and leadership team, with ownership over firm operations, financial reporting, billing oversight, vendor management, recruiting, human resources, office systems, and process improvement.

This is a role for someone who is organized, direct, accountable, and comfortable operating in a fast paced legal environment where sound judgment, confidentiality, and proactive communication matter.

What You Will Own

• Firm operations across administration, staffing, technology, vendor relationships, facilities, and internal systems
• Billing oversight, collections support, realization tracking, P&L reporting, and financial coordination with the firm’s accounting team
• Legal billing processes, carrier guideline compliance, invoice review, and coordination with case management and accounting platforms
• Recruiting, onboarding, employee relations, performance reviews, staff development, and HR compliance
• Office systems, workflows, training materials, internal documentation, and operational procedures
• Vendor, subscription, software, building, parking, facilities, and office equipment management
• Support for firm growth, including new office planning, staffing needs, and process development as the firm expands
• Direct collaboration with leadership on business development, carrier relationships, strategic planning, and firm wide initiatives
• Coordination of firm events, team building, employee engagement, and workplace culture
• Administrative support for attorneys and staff to ensure the firm operates efficiently, professionally, and consistently

Who We Are Looking For

• The ideal candidate has meaningful law firm administration or operations experience and understands what it takes to support a busy litigation practice. Insurance defense experience is strongly preferred.
• We are looking for someone who is hands on, practical, and comfortable taking ownership. This person should be able to identify issues early, communicate clearly, protect confidential information, and bring structure to a growing organization.
• Direct, honest, and comfortable raising difficult issues before they become larger problems
• Highly trustworthy with access to personnel information, payroll details, financial records, and confidential firm matters
• Skilled at deciding what can be handled independently and what should be escalated to leadership
• Proactive in communication, follow through, and risk management
• Clear and professional in writing, in person, and when dealing with attorneys, staff, clients, carriers, and vendors
• Service minded, with a focus on helping attorneys, staff, and clients do their jobs more effectively
• Comfortable in a fast paced, high accountability environment
• Interested in growth, feedback, and helping build a better firm

Qualifications

• Prior law firm operations, administration, office management, or professional services management experience
• Experience with legal billing, insurance carrier guidelines, invoice oversight, collections, and financial reporting strongly preferred
• Familiarity with P&L reporting, budgeting, accounts payable, accounts receivable, vendor bills, and financial spreadsheets
• Strong HR foundation, including recruiting, onboarding, employee relations, performance reviews, and policy administration
• Excellent organizational skills and the ability to prioritize competing deadlines
• Strong communication and client service skills
• Proficiency with Microsoft Office, Outlook, Excel, and common office technology
• Experience with legal software such as Clio, QuickBooks, Westlaw, or similar systems preferred
• Ability to manage office equipment, vendors, supplies, records, files, calendars, and internal processes
• SHRM, PHR, ALA, CLM, or similar credentials are a plus
• Bachelor’s degree in business administration, management, human resources, or a related field preferred

What We Offer

• A high impact leadership seat inside a young, ambitious, and growing law firm
• Direct access to firm leadership and meaningful involvement in strategic decisions
• Competitive compensation and benefits
• Health, dental, vision, and 401(k) benefits
• Professional development and room to grow as the firm grows
• A collaborative environment that values creativity, accountability, transparency, and strong client service

Final Note

This is a builder’s role. The right person will not only keep the firm running smoothly, but will help create the systems, structure, and culture needed for the firm’s next stage of growth.

Qualified candidates are invited to apply and help drive operational excellence at Salehi Boyer Lavigne Lombana, P.A.