Firm Administrator

Firm AdministratorFort Lauderdale, FL | Full-TimeA well-established and growing law firm in Fort Lauderdale is seeking an experienced Firm Administrator to oversee the day-to-day operations, human resources, facilities, vendors, and administrative functions of the firm. This is a highly visible role that works closely with attorneys, firm leadership, employees, outside vendors, recruiters, property management, and technology partners to ensure the office operates efficiently, professionally, and effectively.The ideal candidate is a proactive, highly organized professional who can manage both the day-to-day details and larger operational initiatives. This individual should be comfortable taking ownership of projects, solving problems independently, managing confidential HR matters, and creating a positive and productive workplace environment.Key ResponsibilitiesFirm Operations & Office ManagementOversee daily law firm operations, ensuring an organized, efficient, professional, and welcoming office environmentManage office procedures, administrative processes, supplies, purchasing, inventory, and general office needsOversee office and building maintenance, coordinating repairs, improvements, and service calls with vendors and property managementServe as the primary point of contact with building management regarding tenant matters, facilities, maintenance, and building operationsManage office space planning and allocation, optimizing workspace and preparing for new hires and organizational growthOversee conference room operations, including scheduling, catering, room setup, and technical requirements for meetings and eventsPartner with IT to streamline onboarding and ensure new employees have appropriate technology, equipment, and system access from day oneHuman Resources & Employee AdministrationTake ownership of day-to-day HR administration for the firmManage employee benefits, PTO tracking, timekeeping systems, employment verification, and related employee recordsManage the annual renewal process for healthcare and supplemental employee benefits, working to ensure competitive coverage, cost efficiency, and complianceReview and update the employee handbook to ensure alignment with applicable employment laws, firm policies, and HR best practicesHelp ensure compliance with federal, state, and local employment laws and reporting requirementsSupport employee onboarding and offboarding processes and ensure all required documentation is completedServe as a resource to employees and leadership regarding firm policies, benefits, timekeeping, and HR-related mattersHandle sensitive employee and personnel matters with professionalism, discretion, and confidentialityFoster a positive workplace culture focused on engagement, collaboration, accountability, and employee retentionRecruiting & Talent CoordinationServe as the primary liaison for legal recruiters and external recruiting partnersManage recruitment-related communications, scheduling, follow-up, and coordinationPartner with firm leadership and hiring managers to support staffing needs and recruitment initiativesCoordinate onboarding logistics for new hires, including workspace, technology, equipment, benefits, and required documentationHelp ensure a seamless and professional candidate and new-hire experienceVendor & Contract ManagementManage relationships with office vendors, service providers, building management, technology partners, and other third-party providersNegotiate and manage service agreements and contracts to ensure quality, cost efficiency, and reliable serviceMonitor vendor performance and address service or billing issues as they ariseCoordinate repairs, maintenance, office improvements, and other vendor-supported projectsManage procurement, purchasing, and office inventory to maintain uninterrupted workflow while controlling costsBudget & Financial AdministrationReview, approve, and reconcile office-related invoicesMonitor expenses and maintain appropriate budget controlsIdentify discrepancies, resolve billing issues, and ensure accurate vendor invoicingEvaluate purchasing decisions with an emphasis on quality, efficiency, and cost effectivenessAssist firm leadership with operational budgeting and expense planningProjects, Buildouts & TechnologyLead and coordinate special projects involving office renovations, buildouts, permitting, relocations, and space improvementsCoordinate technology upgrades and other office infrastructure projectsManage project timelines, vendors, contractors, and internal stakeholders to ensure projects are completed efficiently and professionallyIdentify operational improvements and implement processes that enhance the firm's efficiency and employee experienceEvents & Firm CulturePlan and execute firm-wide events, including employee functions, attorney events, team-building activities, and judicial receptionsCoordinate event logistics, catering, facilities, technology, invitations, and vendorsSupport initiatives designed to strengthen employee engagement, collaboration, morale, and retentionHelp maintain a professional and positive workplace cultureQualifications5+ years of experience in law firm administration, office management, HR/operations, or professional services administrationPrior experience working in a law firm or professional services environment strongly preferredDemonstrated experience overseeing office operations and administrative functionsStrong knowledge of HR administration, employee benefits, PTO/timekeeping, and employment complianceExperience managing vendors, service contracts, facilities, and building relationshipsExperience coordinating recruiting activities and working with external recruitersStrong budgeting, invoice management, purchasing, and expense-control experienceProven ability to manage projects such as office renovations, buildouts, relocations, or technology upgradesExcellent organizational skills and exceptional attention to detailStrong communication and interpersonal skills with the ability to work effectively with attorneys, staff, vendors, recruiters, and leadershipAbility to manage confidential information with discretion and sound judgmentStrong problem-solving skills and the ability to take initiative without constant directionProficiency with Microsoft Office and standard office, HR, and timekeeping systemsWhat We're Looking ForThis position is ideal for a hands-on Firm Administrator who enjoys being the person who makes the office run smoothly. The successful candidate will be equally comfortable managing HR details, coordinating vendors, solving facilities issues, supporting attorneys and staff, overseeing budgets, and leading larger operational projects.We are looking for someone who is proactive, resourceful, highly organized, service-oriented, and comfortable wearing many hats. The right individual will have strong business judgment, excellent follow-through, and the ability to build positive relationships across all levels of the firm.Why Join the Firm?Key leadership role within an established and professional legal environmentOpportunity to have a direct impact on firm operations and workplace cultureBroad scope of responsibility across operations, HR, facilities, recruiting, and administrationCollaborative environment working closely with firm leadership and attorneysOpportunity to lead meaningful office and operational initiatives