Administrative Supervisor- 3633658

Job Title: Administrative Supervisor

Location: Jacksonville FL 32207

Salary/Payrate: $80K-$95K annually and AWESOME benefits!!!

Work Environment:  Onsite

Term: Permanent / Fulltime

Bachelor’s degree required: Yes / No

Referral Fee:AMS will pay $500 should the person you refer gets hired

JOB DESCRIPTION

The Administrative Supervisor is responsible for coordinating the billing operations and daily administrative functions of the Jacksonville office of a multi-office law firm. This individual plays a key role in ensuring the timely and accurate processing of billing activities while also maintaining smooth office operations, and serving as a liaison between the Jacksonville office and firm leadership. The Administrative Supervisor sets a leading example of professionalism, efficiency, and adherence to firm policies and procedures.

Key Responsibilities:

Financial Administration & Billing

• Oversee the day-to-day billing operations for the Jacksonville office.
• Distribute prebills to partners for review and approval and ensure timely submission of finalized bills.
• Monitor billing workflows and follow up with attorneys and staff to ensure billing deadlines are met.
• Coordinate with the Finance Department regarding billing inquiries, corrections, write-downs, and client-related billing matters.
• Review and process office-related invoices, reimbursements, and vendor payments within authorized approval levels.
• Assist firm leadership and finance with monitoring and managing local office expenses.

Staff Support

• Coordinate staff schedules, PTO requests, and timekeeping processes.
• Manage onboarding and training of new hires in conjunction with Human Resources.
• Foster a productive, professional, inclusive, and respectful office culture.

Office Operations & Administration

• Ensure smooth day-to-day operations of the Jacksonville office.
• Serve as the primary administrative point of contact between the Jacksonville office and the main office.
• Maintain an organized and professional office environment and coordinate office repairs and maintenance with the Facilities Manager.
• Oversee office supply inventory, purchasing, and equipment management.
• Work with the Records Manager and Records Assistant to ensure records and files (paper and digital) are maintained securely and in compliance with firm procedures.

Communication & Coordination

• Serve as liaison between attorneys and administrative staff, working with the office managing partner to ensure operational needs are met.
• Communicate regularly with the Uniondale office and other offices for consistent firm-wide operations.
• Coordinate meetings, events, and conference room usage.
• Handle internal communications and announcements at the office level.

Technology & Systems

• Liaise with IT department to ensure systems, software, and equipment are functioning properly.
• Troubleshoot basic tech issues or escalate as needed.
• Ensure compliance with firm technology protocols and data security policies.

Compliance & Risk Management

• Ensure the office complies with firm policies, professional conduct rules, and local laws.
• Oversee office-level compliance training and documentation.
• Serve as point of contact for any safety, emergency, or facility-related incidents.

Qualifications:

• 5+ years of office management or administrative leadership experience, preferably in a law firm or professional services environment.
• Prior law firm billing experience required.
• Strong understanding of legal billing processes, time entry procedures, prebills, and billing deadlines.
• Experience working with attorneys and finance departments in a professional services environment.
• Strong leadership and interpersonal skills.
• Excellent organizational and problem-solving abilities.
• Proficiency in Microsoft Office Suite.
• Familiarity with HR functions and financial processes in a law firm setting