• Direct reports: All non-attorney support and administrative staff, including the receptionist, biller, and marketing assistant. Partners with the marketing lead (shared with Earned corporate) on firm-specific priorities.
• Collaborates with, but does not directly supervise: The firm’s attorneys (four full-time transactional attorneys, two full-time litigators, one part-time litigator, and an incoming full-time litigator) and two paralegals, who continue to report to their supervising attorneys on case work. Coordinates with attorneys on caseload capacity and with paralegals on scheduling; legal supervision of matters remains with the attorneys.
• Escalation: Escalates any staffing, client, or vendor issue that cannot be resolved independently directly to the Managing Attorney.

Office & Administrative Management

• Oversee the physical office, including facilities, security, supplies, and vendor relationships (IT, copiers, cleaning, insurance, and utilities
• Negotiate and administer vendor and service contracts, owning renewal dates and ongoing cost review
• Manage firm calendars and conference room scheduling, and coordinate attorney travel and CLE/seminar logistics
• Oversee front-desk and telephone operations performed by the receptionist, ensuring consistently professional client-facing standards
• Manage office supply budgets and approve related purchases
• Maintain personnel files, PTO records, and documented office policies and procedures
• Serve as the primary liaison to building management and the point of contact for office-related emergencies

Operations, Process & Systems

• Own, document, and continuously improve the firm’s operational workflows, including matter intake, conflict checks, engagement letters, document management, and practice management software, redesigning processes to use automation and AI where it improves speed, accuracy, or client experience
• Monitor compliance and filing deadlines across transactional and litigation matters to ensure no deadline is missed
• Partner with the biller to ensure invoicing is accurate and timely, and monitor collections against the firm’s average billable rate
• Administer and enforce the firm’s flat-fee schedule, and route non-standard matters to appropriate person for fee quotes
• Develop and maintain operational dashboards and reporting that measure firm performance against the annual revenue goal
• Identify process bottlenecks and recommend technology or staffing solutions to Managing Attorney
• Track firm-wide profitability, attorney production, and collections, and report notable trends to Managing Attorney
• Lead the firm’s AI and automation initiatives: identify high-value use cases across intake, scheduling, billing, collections, document drafting and review, knowledge management, and client communication; evaluate and pilot tools; manage rollout; and measure results (time saved, error reduction, cost impact)
• Develop and maintain the firm’s AI use policy, in coordination with the Managing Attorney and attorneys, covering approved tools, client confidentiality and data security, vendor due diligence, and required attorney review of any AI-assisted legal work product
• Train attorneys and staff on approved AI tools and workflows, and keep written procedures and prompt libraries up to date so adoption is consistent across the firm
• Coordinate with Earned corporate technology and data teams so firm systems and AI initiatives align with platform-wide standards and integrations

Client Intake, Assignment & Workflow Management

• Serve as the first point of contact for new client inquiries, confirming that each matter falls within the firm’s scope (doctors only; transactional or litigation)
• Assign each new matter to an attorney based on practice area fit, current caseload and capacity, and matter complexity; monitor progress to ensure work is completed efficiently by tracking aging, flagging stalled files, and intervening before deadlines are at risk
• Balance assignments across the four full-time transactional attorneys, two full-time litigators, one part-time litigator, and the incoming litigator as they onboard
• Proactively raise capacity constraints with the Managing Attorney before they become bottlenecks, rather than assigning around them
• Track every open matter from intake through close, ensuring a clean handoff to the assigned paralegal and biller
• Maintain a documented assignment protocol so that coverage does not depend on any one individual

Team Supervision & Staff Management

• Directly supervise the receptionist, biller, and marketing assistant, including scheduling, performance management, and day-to-day direction
• Lead hiring and onboarding for non-attorney roles, and support attorney onboarding logistics, including for the firm’s incoming full-time litigator
• Conduct regular check-ins and performance reviews for direct reports; coordinate, but do not conduct, performance conversations for paralegals with their supervising attorneys
• Approve PTO requests and plan coverage for the administrative team
• Identify training needs and ensure staff are proficient in the firm’s practice management, billing, and approved AI and automation tools

Success Metrics & Performance Expectations: First 90 Days

• Complete a seamless transition from the prior office manager/client success/billing role, with no gaps in coverage
• Implement a documented, written client-assignment protocol and share it with all attorneys
• Establish clear reporting lines and communicate them to the administrative team
• Complete an audit of current workflows and tools, and present the Managing Attorney with a prioritized roadmap of at least three automation or AI opportunities, including estimated time and cost savings
• Draft the firm’s AI use policy for review by the Managing Attorney

Success Metrics & Performance Expectations: Ongoing

• Turnaround time from client inquiry to attorney assignment
• Billing accuracy and timeliness, in coordination with the biller
• Staff retention and satisfaction among direct reports
• Vendor costs managed within budget
• Measurable efficiency gains from process improvements and AI adoption (e.g., reduced intake turnaround, fewer billing errors, hours saved)
• Team adoption of approved tools and compliance with the firm’s AI use policy
• Measurable contribution to the firm’s progress toward its annual revenue goal

Key Requirements

• 5+ years of experience in office management or operations management, including at least two years of supervising staff and a minimum of a high school diploma or equivalent.
• Strong organizational skills and the ability to manage competing priorities with minimal oversight
• Working knowledge of billing and invoicing processes and basic financial literacy, including reading a P&L and tracking performance against a revenue goal
• Demonstrated comfort with technology, including the ability to learn new software quickly and a track record of improving processes through technology
• Clear, professional written and verbal communication skills, as this role represents the firm to new clients during intake

Preferred Requirements

• Prior experience in a law firm or other professional services environment
• Familiarity with the dental, medical, or broader healthcare industry
• Experience with practice management or legal case management software
• Hands-on experience implementing AI tools (e.g., generative AI assistants, intake automation, document automation) or workflow automation platforms in a business setting
• Familiarity with data privacy and confidentiality considerations for client information
• Bachelor’s degree

Benefits

• An attractive total compensation package
• Employer-sponsored health insurance (medical, dental, vision)
• 401(k) + up to 5% match