Practice Administrator at KOS Legal Services

Role Summary

• The Practice Administrator is responsible for managing the administrative and operational aspects of the legal practice, ensuring smooth functioning across all departments, and maintaining a productive and efficient office environment. 
• This role is crucial for ensuring that the practice operates efficiently, fostering smooth communication between teams and supporting senior management with strategic decisions related to the operational growth and performance of the firm.
• The practice administrator will also work as an assistant to the Principal.

Responsibilities
Client Relations Management:

• Assist with managing client relationships, ensuring client inquiries and matters are handled in a timely manner.
• Provide support to legal staff in addressing client needs and expectations.

Compliance Oversight:

• Ensure the practice adheres to internal policies, procedures, and legal requirements.
• Monitor compliance with regulatory and industry standards within the practice.
• Assist in creating and updating internal policies and procedures.

Budget & Expense Management:

• Oversee office budget, track expenditures, and ensure the firm operates within budget.
• Managing office budget and tracking expenses.
• Work closely with the finance team to review financial reports and resolve discrepancies.
• Provide regular updates on office expenses to senior management.

Operational Reporting:

• Prepare and present reports on the operational performance of the practice to senior management.
• Analyze operational data to identify areas for improvement and provide recommendations for process optimization.

Staff Support & Training:

• Assist with staff training and development initiatives to ensure that the team is equipped to perform at a high level.
• Provide day-to-day guidance to administrative staff and resolve any operational issues.

Technology & Systems Management:

• Oversee the implementation and maintenance of office systems (e.g., document management systems, scheduling software, etc.).
• Ensure that technology resources are utilized effectively to streamline administrative processes.

Health & Safety Compliance:

• Ensure the office environment meets health and safety standards.
• Conduct periodic checks to ensure that office policies regarding health and safety are followed
• Overseeing Day-to-Day Operations
• Ensure smooth office operations and coordinate all administrative functions.
• Manage daily operations of the practice, including scheduling, filing, and communication.

Departmental Coordination:

• Serve as the central point of contact for all departments (legal, accounting, HR, etc.) to ensure effective collaboration.
• Facilitate communication and flow of information between departments.
• Resolve any operational issues that arise within departments and help implement improvements.

Resource & Supply Management:

• Monitor office supplies and equipment, ensuring stock levels are sufficient for office needs.
• Oversee procurement and ensure office resources are allocated efficiently to support operations.
• Managing office resources and supplies, ensuring efficiency in operations.

Experience / Requirements

• Bachelor’s Degree in any related field
• At least 2 years of experience in administrative, operations, or practice management roles. Legal industry experience is highly preferred.
• Prior experience working closely with senior leadership or partners Experience supervising or coordinating staff across departments.
• Exposure to HR, finance, procurement, and IT functions within a professional services firm is a plus.

Other Key Attributes:

• Professional demeanor and emotional intelligence.
• Ability to work independently and collaboratively.
• Discreet, reliable, and trustworthy.
• Adaptable to a fast-paced, evolving work environment.