Legal Administrative Manager

Messerli Kramer, P.A.; Minneapolis (MN); On-site; USD 80,000 - 110,000; Full time

Job summary

An established industry player is seeking an experienced manager to oversee administrative operations in its Minneapolis division. This role involves leading a team of legal support staff, enhancing operational processes, and fostering collaboration among practice groups. The ideal candidate will have a strong background in office management within a legal environment, showcasing leadership skills and a proactive approach to problem-solving. Join a reputable firm that values sound legal advice and offers a supportive work culture, where your contributions will directly impact the success of the team and the firm as a whole.

Benefits

Medical, Dental, & Vision Insurance

401K with company contribution

Paid time off

Monthly cell phone reimbursement

Onsite gym

Ability to work remote one day a week

Employee Assistance Program

Paid company holidays

Monthly paid parking

Qualifications

• Minimum three years of relevant experience in office management.
• Knowledge of legal billing and administrative procedures.

Responsibilities

• Manage legal support staff and oversee administrative operations.
• Coordinate staffing needs and monitor workflow of administrative assistants.
• Implement office procedures to improve operational efficiencies.

Skills

Legal Billing Knowledge

Office Management

Team Leadership

Problem Analysis

Communication Skills

Education

Relevant Experience in Law Firm

Tools

Data Management Systems

Legal Administrative Systems

Job description

Description

Messerli Kramer is a top-20 Minnesota law firm founded in 1965 headquartered in Minneapolis with offices in St. Paul, and Plymouth. We have a well-earned reputation within the business community of providing sound, reasoned and comprehensive legal advice. Messerli Kramer serves individuals and businesses through three unique, yet complementary, divisions. We represent a variety of clients.

We are seeking an experienced manager with previous legal experience to oversee our administrative staff and operations for the Minneapolis division of our firm. This role supports and manages certain operations of the Minneapolis Division, which is comprised of the following practice groups: Banking and Finance, Business Litigation, Corporate and Estate Planning, Commercial Real Estate and Family Law. This position is responsible for leading and supporting a full range of organizational administrative and operational responsibilities.

This individual will focus on building relationships with direct team and collaborate with the Minneapolis attorneys and leadership. This role must take the initiative to learn and adapt to the specific needs for each practice area or department regarding administration or operational support. Must be a self-starter and resourceful to solve problems that help improve our Minneapolis operational and administrative needs. This position will report to the Director of Human Resources and will receive additional direction and guidance from Minneapolis leadership on various recruiting needs, projects and initiatives.

POSITION DETAILS

• The key responsibilities include managing all legal support staff which include legal administrative assistants, paralegals and other administrative personnel that support our Minneapolis Division.
• Responsibilities will include determining team responsibilities and schedules, recommending enhancements in systems and day-to-day operational processes, providing day-to-day work flow direction, and primary input to hiring, firing, and promotion and performance for direct reports. This role partners and collaborates with practice group leaders to determine best structure and resource allocation to support the Minneapolis Division.
• Responsible for planning, initiating, monitoring, tracking and/or prioritizing legal administrative projects and process improvement initiatives, including contract and legal matter administration. Develops, coordinates, and enforces systems, policies, procedures, and productivity standards.

PRIMARY RESPONSIBILITIES

Legal administration responsibilities include but not limited to:

• Coordinate and assess staffing needs for each practice group.
• Manage schedules, coverage and the workflow and workload of all legal administrative assistants and front office staff.
• Establish and maintain successful working relationships with your team and leadership, attorneys to provide the best resources and processes to meet our business goals.
• Communicate and collaborate with attorneys and paralegals to ensure adequate back up support and administrative resources are provided.
• Track and monitor OT (overtime) and PTO requests through time tracking system. Oversee and monitor overtime for all administrative staff.
• Recruit (in collaboration with HR) and manage onboarding, on the job training and mentorship to all administrative staff.
• Supervise, evaluate, counsel, reward and communicate performance expectations.
• Facilitate and schedule monthly or quarterly meetings with your direct team members to share information, areas of need and strengthen team work.
• Troubleshoot and implement solutions for issues regarding policies and procedures, resources and/or related to technology needs.
• Attend practice group department meetings to learn about their needs and provide guidance and support as needed.
• Attend Traction leadership meetings as needed and present at quarterly staff meetings regarding operational and administrative updates.

Office management responsibilities include but not limited to:

• Manage and oversee case file management process (File opening/closings, file transfers of records and conflict check administration processes. Ensure filing systems are properly maintained to meet our ethical requirements.
• Onboard and educate new hires on operational procedures/policies and staff expectations.
• Design, implement and manage office procedures and policies to improve operational efficiencies.
• Coordinate events and resources for all Minneapolis employee/community firm events, internal celebrations and seasonal parties.
• Manage external vendors and vendor contracts. Build vendor relationships and responsible for conducting periodic RFPs as requested.
• Liaison for any required building/office maintenance, safety concerns, safety trainings and parking contract with building management.
• Communicate and monitor safety/weather alerts, closures to all Minneapolis employees.
• Collaborate with leadership to develop and identify specific best practices to continue to improve efficiencies.

SALARY RANGE

$80,000-$110,000 annually. Salary range is based upon level of experience. This role is also eligible for an annual discretionary bonus based on company results and individual performance.

COMPANY BENEFITS

• Medical, Dental, & Vision Insurance
• HSA & FSA Accounts
• Employer contribution in Health Savings Account if enrolled in HDHP medical plan
• 401K, with 4% company contribution (after completion of 1 year of service)
• Paid time off
• Paid company holidays
• Company Paid Basic Life Insurance
• Employee Assistance Program
• Monthly paid parking
• Monthly cell phone reimbursement
• Building amenities include: onsite restaurants & onsite free gym
• Ability to work remote one day a week as schedule allows

Work Environment & Physical Demands: This role operates in a professional office setting, routinely working with standard office equipment. Generally, due to the nature of this office position, the person in this role would be required to talk and hear, sit or stand for long period of time, and use their hands and fingers, to handle and feel. Occasionally required to walk, reach with arms and hand, climb or balance, and to stoop, kneel, or crouch. Regularly required to lift and/or move up to 10 pounds on occasion. Vision abilities required by the job include close vision.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and to meet job requirements.

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All applicants must pass a criminal background before commencing employment with Messerli & Kramer, P.A.

Messerli Kramer is an equal opportunity employer committed to a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability status, protected veteran status, national origin, or any other characteristic protected by law.

Requirements

KNOWLEDGE AND EXPERIENCE REQUIREMENTS

• Knowledge of legal billing, administrative and data management systems, procedures and practices.
• Minimum three (3) years of relevant experience in office management with proven success in a law firm or professional services setting.
• Managing facilities, office moves and construction projects.
• Experience managing and leading teams in a professional services organization.

KEY COMPETENCIES

• Proactively seeks out opportunities to learn as well as improve processes and add value.
• Detailed problem analysis, assessment, and decision-making skills.
• Excellent prioritizing, planning, organizing, time and project management.
• Excellent communication skills, both written and oral.
• Strong work ethic; and poise and professionalism when interacting with internal and external stakeholders.
• Ability to work independently as well as part of a team.
• Consistently demonstrates honesty, integrity and respect for others, role modeling this behavior.