Job Description
Job Description
Job Title: Legal Office Administrator
Location: Sacramento, California (ON-SITE)
Employment Type: Full-Time
Reports To: Business Operations Manager ("BOM")
Position Summary:
We are seeking a highly organized and proactive Legal Office Administrator to manage day-to-day operations and support HR functions in our law office. This role is essential to maintaining smooth office workflows, supporting legal case management, and ensuring a positive experience for our clients, law firm operations, our legal team, job applicants, and new hires.
Key Responsibilities:
Legal Office Administrator
- Supports the BOM to oversee and manage law office vendor and building accounts, as well as relationships with vendors and service providers for both law office and building operations.
- Supervise inventory levels and coordinate the procurement of office and building supplies.
- Monitor and process accounts payable, ensuring accurate expense tracking.
- Support the BOM to maintain, troubleshoot, and ensure optimal functioning of legal case management software and portals.
- Generate and analyze reports regularly; monitor legal case flow to facilitate timely advancement and adherence to internal and statutory deadlines.
- Manage calendars, including scheduling of firm-wide meetings, interviews, training sessions, deadline monitoring, and client appointments, while coordinating attorney availability and resource allocation.
- Data hygiene: Check for missing fields or incorrect entries in case management and HR systems. Maintain standard operating templates (letters, discovery responses, onboarding checklists).
- Help enforce data governance practices (confidentiality, role-based access, and retention) across Ops/HR systems; support audit readiness.
Human Resources Support
- Coordinate recruitment, including job postings, resume screening, applicant tracking, and onboarding.
- Supports the BOM in assisting with time and attendance, payroll and benefits.
- Maintain HR applicant tracking systems and ensure compliance with California employment laws.
- Oversee onboarding, orientation, and documentation for new hires.
- Administer employee time and attendance systems to support accurate record-keeping and compliance with relevant regulations.
- Support BOM in the training and development programs to support continuous team upskilling and competency.
- Draft and circulate internal memos (policy updates, events, compliance reminders).
- Coordinate staff events, recognition programs, and morale initiatives.
Qualifications:
- Minimum 2 years of college, preference given to candidates with a BA or BS college degree.
- At least 2 years' experience in a law office required (California-based and civil litigation is preferred).
- Solid knowledge of legal case management systems and workflows.
- Familiarity with HR software (recruitment, applicant tracking, time/attendance, LMS modules).
- Skilled in Microsoft Office and HRIS/applicant tracking systems.
- Strong communication, organization, and multitasking abilities.
Preferred Skills:
- Experienced with SHRM-based HR practices
- Knowledgeable in legal terminology and civil litigation case management
- Prior work experience as a legal secretary or paralegal in civil litigation
- Works well independently and within teams in high-paced legal environments
- Provides constructive feedback to enhance accountability and results
- Promotes continuous improvement through strategic coaching
This description outlines the core responsibilities of the Legal Office Administrator role; however, responsibilities are not limited to those listed. The role may evolve to include additional duties as required to support firm operations and strategic initiatives.