Law firms, large and small, require strong management and leadership to be successful. While the Managing Partner plays a key role in this function, he or she works very closely with the Law Office Administrator, a trained professional with a wide variety of skills and experience, to ensure the success of the firm. In its most common form, law firm administration includes human resources management, facilities management, financial management, and information systems. Within some firms, the Administrator may also have a significant or minor role in Marketing or Strategic Planning for the firm. Obviously, this role can vary from firm to firm and will depend heavily upon the firm’s size. The principal administrator for a very small firm (less than 5 attorneys) may be viewed primarily as an "office manager", while at a large firm of over 50 attorneys, this person may be the "Director of Administration" and have supervisory responsibilities over a Director of Human Resources, a Controller and an Information Systems Manager, each of which is also considered a "functional" Administrator for the firm. Regardless of the exact responsibilities that such a person has, it is important to understand all of the functional areas that comprise management within a law firm and what resources are available to your Administrator, principally through such organizations as the Association of Legal Administrators.

Probably the most significant and visible aspect of the Administrator’s responsibilities is in the area of Human Resource Management. Administrators typically either manage a human resource director or directly manage the staff members (legal secretaries, paralegal assistants, bookkeeping, librarian, and general administrative staff) of the firm, including hiring and termination, compensation and performance evaluation, establishment of firm policies and procedures, and benefits for all employees. The Administrator may also have responsibility for attorney performance monitoring and reporting, particularly with regard to Associates.

Financial management is another primary component of law office administration. Taking on the role of Controller, or supervising one, the Administrator is responsible for periodic financial performance compilation and reporting to the firm’s ownership, as well as overall management of the very critical time and billing system of the firm. Time and billing will include everything from time & expense entry compliance (a favorite subject of all attorneys!) to administration of the billing process, and collection of delinquent receivables. Frequently, the Administrator will also work with outside accounting professionals for preparation of annual reports and tax return information, prepare budgets and detailed analyses of financial components, and handle the firm’s banking relationships.

Facilities management, including everything from the management of the office space itself to office equipment also falls under the Administrator’s role. The Administrator may find that he or she is working with contractors for an office renovation, negotiating lease terms, buying office furniture, or choosing a new copier, fax machine or telephone system for the firm. The Administrator is required to have a solid understanding of all of the various systems within facilities management.

Finally, the Administrator very likely has a significant role in Information Systems Management for the firm. This could include everything from establishing and maintaining the firm’s computer network, hardware and software, to being responsible for the firm’s web presence, including an Internet web site and/or a corporate Intranet for employees only. Frequently, the Administrator may work directly with an outside consultant for some of the more complex area of information systems management, while handling much of the day-to-day duties internally. At other times, the Administrator is "it" when it comes to the firm’s information systems.

Each of the above "functional specialties" requires an Administrator. Consequently, each person in a law firm that performs one of these functions is considered an Administrator. In a larger firm, there may be several "Functional Administrators." In a smaller firm, all of these tasks may be performed by one individual. With so many "hats" to wear, the Administrator of a law firm needs to have significant resources and educational opportunities to draw upon for support and continued professional development. This is where the Association of Legal Administrators (ALA) comes into play. The ALA is an international organization of over 9,000 members world-wide whose primary mission is to improve the quality of management in legal service organizations; promote and enhance the competence and professionalism of legal administrators and all members of the management team; and represent professional legal management and managers to the legal community and to the community at large. With representation not only nationally but in virtually every region and larger community in the nation, the ALA provides valuable educational, networking and professional development opportunities to all of its members. They accomplish their mission through very strong educational programs, an annual educational conference and vendor exposition, and smaller regional educational conferences, as well as through the direct impact of local Chapters. 

The Knoxville Chapter of the ALA meets monthly and actively supports the mission of the ALA. Managing partners in all law firms would do well to strongly support and encourage their Administrator to join and actively participate in the ALA, not only the international organization, but the Knoxville Chapter. The benefits locally are easily worth the price of membership. 

It is important to distinguish between what used to be viewed simply as an "office manager" and the now much more enhanced role of the Law Office Administrator. With systems and technology moving at an ever faster pace, law office management must keep up with the times and provide the level of skill and professionalism necessary to accomplish the law firm’s objectives in a fast-changing world. Your Administrator is sitting in an important seat to make that happen, and it is imperative that the firm is supportive in providing the necessary resources. 

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