Firm Administrator

Firm OverviewHamberger & Weiss LLP is a well-established New York workers' compensation defense firm with approximately 25 to 30 attorneys and 50 staff, with offices in Buffalo and Rochester, New York. We represent employers, insurance carriers, and third-party administrators across New York State. The firm has grown substantially over the years while maintaining a close-knit, family-oriented culture where strong working relationships, a genuine team approach, and a collaborative atmosphere are central to how we operate.We have made substantial investments in technology and process standardization, and we are seeking a practical, organized, and forward-thinking operations leader who can manage people, systems, and processes while helping the firm transition to a more efficient, consistent, and profitable law practice.The OpportunityThis is a senior leadership role, not a traditional office manager position. The Firm Administrator will serve as the primary operational point of contact for the firm's managing partners, overseeing day-to-day administrative and operational functions across departments. The role carries real authority over the firm's non-legal operational managers and direct responsibility for execution, accountability, and continuous improvement.The right candidate will help the firm build more standardized, technology-supported, and scalable operational workflows while keeping the firm running smoothly day-to-day. This is an opportunity for someone who wants to shape how a growing law practice operates—not just maintaining what already exists.Key ResponsibilitiesOversee day-to-day administrative and operational functions across the firm.Serve as the managing partners' primary point of contact on operational matters.Supervise and coordinate the work of the firm's non-legal managers and administrative departments, including billing, office administration, HR support, and facilities.Develop, implement, and enforce administrative policies, procedures, and workflows.Identify inefficiencies, bottlenecks, and process breakdowns; design and implement practical solutions.Work closely with the firm's technology and information-management personnel to improve operational coordination and effective use of firm systems, including case management, billing, and Microsoft 365 tools.Help build and refine standardized workflows that support consistent, efficient, and scalable service delivery.Oversee office administration, facilities, space planning, equipment, supplies, vendor relationships, and vendor coordination.Coordinate staff onboarding, training support, performance reviews, and workflow accountability.Respond to client inquiries and communications in a professional and timely manner and serve as a central point of contact for internal office matters and problem resolution.Partner with the billing department to improve billing workflow, time-entry compliance, and related operational processes.Coordinate with the firm's controller on budgeting, staffing needs, and operational expenditures.Assist firm leadership in evaluating staffing structure, administrative support allocation, and operational needs across departments.Monitor operational performance and provide management with reporting, metrics, and recommendations.Lead operational aspects of firm initiatives, including workflow redesign, software rollouts, and administrative change management.Promote accountability, professionalism, and follow-through across the operational team.Travel to the firm's Rochester office approximately twice per month to provide operational support and oversight.QualificationsSignificant management or operations experience in a law firm or other professional-services environment.Demonstrated ability to oversee multiple administrative functions and manage across departments.Experience managing teams, including oversight of other managers or department leads.Strong organizational skills and the ability to prioritize effectively under deadline pressure.Comfort working with law firm systems, billing workflows, reporting tools, and administrative technology.Strong communication skills and the ability to work effectively with partners, managers, and staff at all levels.Ability to handle sensitive personnel and operational matters with discretion.Experience with process improvement, change management, or operational planning is preferred.Familiarity with Centerbase, Microsoft 365, or comparable law firm platforms is strongly preferred.What We're Looking ForBeyond the formal qualifications, we are looking for someone who brings a particular combination of qualities: the operational steadiness to keep a complex professional-services office running day-to-day, and the creativity to find better ways of doing things. We are a firm that has experienced growth and success while maintaining a collaborative, people-centered workplace. The right candidate will value that culture while helping us continue to evolve.Practical and solutions-orientedOrganized, accountable, and comfortable making decisionsStrong interpersonal skills with genuine management credibilityAble to balance diplomacy with firmnessEnergized, not intimidated, by a firm that is actively investing in better systems and processesCompensation and BenefitsIn good faith, the firm believes the compensation range for this position is $95,000 to $125,000 annually at the time of this posting. Actual compensation will depend on experience, qualifications, and other job-related factors. The firm also offers senior staff bonus opportunities and a benefits package.How to ApplyQualified candidates should submit a resume and cover letter describing their relevant experience and interest in the position to Dan Bowers, one of our Managing Partners, at dbowers@hwcomp.comJ-18808-Ljbffr