The Firm Administrator is a leadership role combining operational management with sales and client relations. This person will oversee firm infrastructure, manage administrative workflows, coordinate with vendors and staff, and, most critically, drive the intake and onboarding process. The ideal candidate is both systems-oriented and people-focused, able to manage back-end operations while also serving as a client’s first point of contact while assisting the attorney.
Operations & Administrative Management
- Maintain and optimize daily office operations, procedures, and internal communications.
- Manage vendor relationships (IT, cleaning, practice management software, etc.).
- Create and update SOPs to ensure consistency and efficiency.
- Monitor and assist with administrative tasks related to scheduling, case flow, discovery organization, and answering office phone calls.
Sales Pipeline & Intake Management
- Manage the firm's sales pipeline through Clio Grow, ensuring timely follow-up with all leads.
- Conduct prequalification calls to assess case fit and client eligibility.
- Track lead conversion metrics and collaborate with the managing attorney to improve pipeline performance.
- Monitor abandoned leads and implement re-engagement workflows.
Client Onboarding
- Guide new clients through the onboarding process, including signing fee agreements, collecting documentation, and setting expectations.
- Coordinate handoff between intake and legal teams for a seamless client experience.
- Serve as a consistent point of contact for new clients during the transition period.
Financial Oversight & Reporting
- Support budgeting, vendor payments, and financial tracking.
- Liaise with the firm’s bookkeeper or accountant to ensure proper management of operating and trust accounts (IOLTA).
- Monitor accounts receivable and follow up on unpaid invoices when necessary.
Human Resources
- Oversee recruitment and hiring support tasks as needed.
- Onboard new employees and track PTO, benefits, and firm culture activities.
- Assist with staff scheduling and evaluations.
Compliance & Risk Management
- Ensure compliance with bar requirements, data security, and firm protocols.
- Maintain internal documentation for malpractice insurance, employment law policies, and confidentiality agreements.
- 3+ years of legal operations or administrative experience (criminal defense experience preferred).
- Experience using Clio Grow or similar legal CRM software is required.
- Strong communication and interpersonal skills, especially on phone/video calls with potential clients.
- Ability to work independently, prioritize, and problem-solve in a fast-paced environment.
- Detail-oriented with excellent organizational and time-management skills.
- Proficient with legal tech tools and office systems (Google Workspace, Microsoft Office, Zoom, etc.).
At Rafus Law, we provide aggressive, results-driven defense to clients across Georgia, fighting tirelessly to protect their rights, freedom, and future. Whether it’s a late-night emergency or a high-stakes trial, our unwavering commitment ensures you’ll never face the legal system alone. Rafus Law specializes in defending clients across a wide range of criminal charges. Whether you’re facing a violent crime, a drug-related offense, or a complex federal case, we have the experience and the commitment to fight for the best possible outcome. Each case is unique, and we approach every situation with personalized strategies designed to secure your freedom and protect your future.
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