Firm Administrator / Operations Manager

About this role

Paoli, PA | Full-Time | In-Office
Take ownership of the business side of a respected law firm in a role where your leadership, structure, and follow-through are felt every day.
The Opportunity
Ruggiero Law Offices, LLC is seeking a Firm Administrator / Operations Manager to help lead the day-to-day business operations of a respected estate, elder, and business law firm.
This is a hands-on leadership role for someone who understands how a law firm operates and can help keep people, priorities, workflow, billing, client service, and internal systems moving in the right direction. The right person will bring strong law firm or professional services management experience, sound judgment, financial awareness, and the ability to manage team members with clarity and accountability.
This position will work directly with the Managing Partner and leadership team to strengthen firm operations, support staff performance, improve internal processes, and help ensure the firm runs smoothly even when leadership is focused on client work, planning, or growth initiatives.
This is not a passive support role. It is a key management position for someone who can step in, see what needs attention, communicate clearly, follow through consistently, and help create the structure needed for a busy law firm to operate well.
About You
You are organized, proactive, and comfortable managing people, priorities, and daily operations. You enjoy bringing structure to a busy environment and take pride in helping attorneys and staff stay aligned, accountable, and focused.
You have experience in law firm administration, legal operations / office management.  You understand that successful firm operations require more than completing tasks. They require leadership, judgment, communication, follow-through, and the ability to keep the business side of the firm moving. You are comfortable managing people and understand that successful onboarding, training, communication, and accountability are essential to a well-run firm.
You are comfortable addressing issues directly and professionally. You can monitor work, follow up on deadlines, support staff development, and keep leadership informed without needing constant direction. You also understand the importance of client service, confidentiality, billing discipline, and consistent internal systems.
What You’ll Be Doing
Operations and Office Management
Manage daily office operations, workflows, and internal systems to improve efficiency and accountability
Monitor team workflow and help ensure work is assigned, tracked, followed up on, and completed
Identify operational gaps and recommend practical improvements
Maintain office procedures, internal checklists, and administrative systems
Support use of firm technology platforms, including Clio and related tools, by helping ensure team members are using systems consistently
Coordinate office needs, facilities issues, supplies, and administrative logistics as needed
Financial Coordination and Billing Support
Support accounts payable and accounts receivable processes, including billing and collections follow-up
Review prebills and assist with monitoring WIP, client balances, and billing readiness
Coordinate with the bookkeeper and CPA to support accurate financial tracking and reporting
Help identify billing opportunities, including trust and IOLTA-related items
Support the Managing Partner with financial workflow, reporting preparation, and follow-up needed to keep billing and collections moving
Team Management and HR Coordination
Manage and support team members in daily operations, workflow, accountability, and communication
Oversee the onboarding process for new hires, including coordinating first-day preparation, training schedules, system access, policy review, and integration into the team
Help ensure new team members understand firm procedures, role expectations, communication standards, and performance expectations
Assist with hiring, interview coordination, candidate communication, and new hire preparation
Maintain employee files and support internal HR processes, including documentation, policy follow-up, performance tracking, and personnel updates
Help ensure staff understand deadlines, priorities, responsibilities, and firm procedures
Support team meetings, internal communication, and follow-through on assigned action items
Serve as a management resource for staff questions, workflow concerns, and operational needs
Client Experience and Workflow Support
Support the client intake and onboarding process by helping ensure inquiries, follow-up, and handoffs are handled properly
Monitor active matters to help ensure files are progressing and clients are supported
Assist with client communication follow-up when needed, while ensuring attorneys remain responsible for legal advice and substantive client consultations
Support long-term client relationship initiatives, including estate plan review processes and client touchpoints
Help ensure clients experience a well-organized, responsive, and professional firm from first contact through completion of their matter
Firm Administration and Leadership Support
Support firm-wide projects, reporting, and process improvements
Coordinate with outside consultants and prepare necessary materials when needed
Keep leadership informed of operational updates, staffing concerns, workflow issues, and business needs
Help leadership prioritize operational decisions and follow through on implementation
Support the firm’s continued growth by helping build stronger systems, clearer accountability, and better day-to-day management practices
Requirements
What We’re Looking For
5+ years of experience in law firm administration, legal operations, professional services operations, office management, or administrative leadership
Experience managing staff, monitoring workflow, and supporting accountability
Experience supporting billing, collections, financial coordination, or administrative accounting…