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 in Uniondale. 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 Uniondale 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.

Congenial fast-paced environment, competitive salary and benefits.

Job Type: Full-time

The annualized salary range for this position is $80,000 to $90,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

To find out how you can join our talented team, email