Legal Administrator

Law Office of Bryan Fagan; Houston (TX); On-site; USD 120,000 - 180,000; Full time

Benefits offered by this job

Competitive Pay!

Paid Time Off

Competitive Benefits (Medical, Dental,

Vision insurance

Short and Long Term Disability

Voluntary Term Life Insurance.

401K with match up to 5%

Business casual Work Environment

Job summary

The Law Office of Bryan Fagan in Houston is seeking an Executive Legal Administrator to lead all non-legal operations across our multi-location firm. You will directly manage seven department heads and drive scalable systems, process discipline, and performance metrics to support rapid growth.

This is a pure operations leadership role with no legal counsel duties. The ideal candidate brings 7–10+ years of leadership in high-volume services, a BA/BS (MBA preferred), HubSpot experience, and a

Qualifications

• 7–10+ years of progressive operations leadership experience in high-volume regulated services (e.g., legal, healthcare, franchise, or multi-unit services).
• BA/BS in related field; MBA highly preferred.
• Leadership across managers; hiring, developing, and leading high-performing business leaders.
• P&L ownership of financial statements, cash flows, and budget variances.
• CRM governance at scale; HubSpot experience preferred.
• Executive presence and accountability for firm performance and implementing corrective actions.

Responsibilities

• Directly lead, coach, and evaluate department heads to build high-performing administrative teams.
• Drive conversion KPIs and maintain firm-wide HubSpot pipeline discipline.
• Own firm-wide budget-to-actual accuracy, payroll, cash flows, and monthly variance reporting.
• Align lead volume with intake capacity and manage cost-per-case-signed.
• Maintain high collections and realization rates, address billing bottlenecks.
• Oversee hiring velocity, retention, and onboarding; standardize SOPs for new locations.
• Build and own the firm-wide executive scorecard and report to Owner/Managing Partner.

Skills

Leadership

Strategic Planning

Regulated Services

Executive Presence

People Management

Education

BA/BS in related field

MBA (preferred)

Tools

HubSpot

Job description

Legal Administrator

Department: Office Administration

Employment Type: Full Time

Location: Houston/Corporate

Reporting To: Bryan Fagan

Description

The Law Office of Bryan Fagan is a firm that excels in family, estate planning & probate, and criminal law matters. We have (16) offices in Texas: (2) offices in Houston (Corporate and The Heights,) and (1) office in Abilene, Atascocita, Austin, Humble, Kingwood, Dallas, El Paso, Fort Worth, Galveston, Richmond, Rockwall, San Antonio, The Woodlands and Victoria and more on the way!

We are a premier, rapidly scaling law firm ($25M+ heading to $30M+) that grows through robust, standardized systems rather than individual heroics. To support our multi-location expansion across Texas, we are adding a top-tier operating executive to lead all firm-wide non-legal operations.

This is a pure operations leadership role with zero legal counsel, case strategy, or attorney-supervision authority. As the Executive Legal Administrator, you will serve as the single accountable executive for our business operations, directly managing 7 key department managers (Intake/Sales, Marketing, Billing/Collections, HR, Facilities/IT, Finance, and Office Administration).

If you are a metrics-driven operations leader who excels at scaling multi-unit operations and managing other managers, this is your opportunity to drive high-level strategy and execution in a highly successful firm.

Key Responsibilities

• Manager of Managers: Directly lead, coach, and evaluate our department heads to build high-performing administrative teams.
• Intake & Sales Oversight: Drive conversion KPIs (speed-to-lead, consult-to-hire) and maintain firm-wide HubSpot pipeline discipline.
• Financial Oversight & Controls: Partner with the Finance Manager to own firm-wide budget-to-actual accuracy, payroll, operational cash flows, and monthly variance reporting.
• Marketing & Growth Alignment: Partner with the Marketing Manager to align lead volume with intake capacity, managing cost-per-case-signed.
• Billing & Collections: Maintain a high collections rate and realization rate, addressing systemic billing bottlenecks.
• HR & Administration SOPs: Oversee hiring velocity, retention, and onboarding consistency; standardize administrative SOPs for seamless opening of new locations.
• Executive Reporting: Build and own the firm-wide executive scorecard, presenting monthly performance and corrective actions directly to the Owner/Managing Partner.

Skills, Knowledge and Expertise

• Experience: 7–10+ years of progressive operations leadership experience, preferably in high-volume regulated services (e.g., legal, healthcare, franchise, or multi-unit services). BA/BS in related field, legal industry background and MBA highly preferred.
• Leadership: Proven track record of managing managers, hiring, developing, and leading high-performing business leaders.
• P&L Expertise: True ownership of financial statements, cash flows, and budget variances.
• Systems & CRM: Strong experience with CRM governance at scale; HubSpot is highly preferred.
• Presence: Strong executive presence—comfortable being accountable for firm performance and implementing corrective actions.

Benefits

• Competitive Pay!
• Paid Time Off
• Competitive Benefits Package: Including Medical, Dental, and Vision insurance, Short and Long Term Disability Insurance, as well as Voluntary Term Life Insurance.
• A robust 401K plan with a match of up to 5%.
• Business casual Work Environment

Equal Opportunity Statement:

We recognize that diverse experiences, perspectives and backgrounds enable us to be an even stronger company and workplace. Not only will you be welcome here, your unique thoughts and opinions will be encouraged, celebrated and deeply valued.