Probate and Estate Planning Operations Manager

Miller Johnson; Grand Rapids (MI); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive wages

Flexible scheduling

Paid time off

Annual performance reviews

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short- and long-term disability

Job summary

Miller Johnson is seeking a seasoned Practice Group Administrator to lead meeting coordination, budget planning, and process improvement across the firm’s practice groups. You will partner with Legal Support Managers, oversee monthly reporting, and guide associate trainings to ensure efficient workflows and confidentiality in compensation-related areas.

The role requires strong communication, high organization, and a proven ability to manage multiple priorities in a fast-paced professional

Qualifications

• Bachelor's degree is required; JD or advanced degree highly preferred.
• Minimum of 7 years of experience in legal administration, practice group support, or similar professional services role.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) required.

Responsibilities

• Manage and coordinate practice group meetings and events with agenda development and material prep.
• Lead monthly Legal Administrative Assistant meetings with agenda and priorities guidance.
• Develop and maintain practice group processes, systems, and data including case management software.

Skills

Communication

Client service

Collaboration

Organization

Analytical thinking

Independent judgment

Education

Bachelor’s degree

JD or advanced degree preferred

Tools

Microsoft Office

Job description

Key Responsibilities and Essential Functions

• Manage and coordinate practice group meetings and events, including quarterly practice group meetings, bi-weekly leadership meetings, and practice group social and engagement events, while exercising discretion in agenda development, material preparation, and issue prioritization for leadership review.
• Partner with Legal Support Manger to lead monthly Legal Administrative Assistant meetings, including agenda preparation and guiding discussion on operational priorities.
• Develop and maintain practice group processes, systems, and data, including management of the case management software.
• Review, audit, and monitor key practice group metrics using independent analysis to identify irregularities, highlight variances, and elevate issues requiring leadership attention.
• Oversee monthly reporting processes, including billable hours, accounts receivable, realization, collections, delegation metrics, and related operational reporting.
• Manage weekly and month end time entry compliance and BIM processing deadlines.
• Compile and distribute monthly A/R reporting for each attorney by client.
• Facilitate practice group budget planning and ongoing accountability, exercising discretion to maintain confidentiality of compensation related components.
• Review and approve practice group expense reimbursements using independent judgment and adherence to firm guidelines.
• Coordinate monthly associate trainings, including scheduling, agenda development, material preparation, and attendance tracking.
• Manage training and engagement events with external referral partners, serving as the primary liaison and ensuring presenters receive appropriate guidance, expectations, and logistical support.
• Develop external engagement programs supporting the practice group’s lines of business and referral relationships
• Lead annual associate review processes by soliciting member feedback, identifying performance issues requiring attention, coordinating review meetings, and managing professional improvement plans, including recommendations for advancement
• Serve as the Practice Group Recruiting Facilitator by evaluating applicant materials, determining interview selections, and participating in candidate interviews with members of recruiting committee and practice group leadership while exercising discretion in hiring recommendations.
• Oversee onboarding and integration for new practice group hires, ensuring smooth transition into workflows, training structures, and practice group culture

Education and Experience

• Bachelor’s degree required; JD or advanced degree highly preferred
• Minimum of 7 years of experience in legal administration, practice group support, or a similar professional services role required
• Advanced proficiency in Microsoft Office Suite (including Outlook, Word, Excel, and PowerPoint) required

Skills, Knowledge, and other Competencies

• Excellent written and verbal communication, interpersonal, and relationship-management skills
• Exceptional client service skills with the ability to exercise discretion and sound judgment when handling confidential information
• Ability to work collaboratively and adapt in a fast-paced, service-oriented environment.
• Highly organized, proactive, and detail-oriented with the ability to manage multiple priorities, advance projects, and consistently meet deadlines.
• Strong analytical, organizational, and problem‑solving skills.
• Ability to exercise independent judgment and proactively identify and address operational needs.

Culture and Benefits

At Miller Johnson, our culture is anchored in our Core Values and how we work together:

Who We Are

• Integrity and Candor – We speak the truth
• Down to Earth – We stay humble and real
• Grit – We push through and get it done
• Committed to Excellence – We raise the bar
• Committed to Impact – We lift others up

How We Work

• Entrepreneurial Mindset – We think like owners
• Down to Business – We move fast and stay practical
• Rooted and Invested – We build lasting trust

We are committed to fostering an exceptional work experience that includes a healthy work-life balance and an inclusive culture that values uniquely talented team members.

• competitive wages
• flexible scheduling
• paid time off
• annual performance reviews
• medical
• dental
• vision
• life insurance
• short- and long-term disability insurance
• paid parental leave
• tuition reimbursement
• adoption assistance
• 401(k)-retirement plan

We are an Equal Opportunity Employer (EOE)