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Administrative Manager (Law Firm Experience)

New York, NY
SourcePro Search is conducting a search for an experienced Administrative Manager for our law firm client.
The ideal candidate will work closely with the Senior Principals and the managing committee to ensure the firm’s operations are current and compliant by actively training and managing staff and managing workflows, procedures, and best practices for support staff.
What You'll Do:
  • Coordinates portfolio assignments and workflow for the paralegals, including disciplinary actions and conducting routine team meetings.
  • Mentors managed staff by answering questions relating to IP practices and providing supplementary training on an as-needed basis.
  • Responsible for accurate and timely review of all assigned staff time and attendance records, including timely review for payroll purposes and managing staff leave requests to ensure proper coverage during absences, including managing vacation requests, sick leave, bereavement leave, Jury Duty, and unpaid leave requests.
  • Responsible for quality review of assigned staff work product.
  • Client Documents/Files In-Out and Related Document Retention
  • Coordinates all client transfers as single point of contact, including the intake, review, and upload
    of electronic documents, and review of all outgoing materials prior to transmission.
  • Coordinates document retention and database information purges per firm policy, including
    review of former employee files and emails to ensure proper data retention of all necessary
  • Maintains client engagement and disengagement lists and repository.
New Matter Openings
  • Conducts conflict check searches.
  • Opens prosecution files in the billing and document management systems.
  • Works with finance department to ensure billing system information is aligned with docketing
    system, paralegal billing rates, client billing codes, and attorney assignment information.
  • Coordinate with finance and paralegal support on individual client budget tracking needs.
Special Projects
  • Manages special projects, including client portfolio mitigation – audit client portfolio, correct client service issues, recommend next steps (i.e., disengagement or retention).
  • Conducts research for country law regulations, due diligence projects, and litigation clearance analysis projects.
  • Prepares and tracks prosecution and firm-related metrics.
  • Monitor funds in USPTO deposit account and assist with USPTO fee/refund reconciliation.
  • Point of contact for vendors of IP related outside services (IDS contractors, docketing system services, translation and draftsman services, printers, etc. - not including IT systems).
  • Provides back-up paralegal duties as-needed, especially during peak absences (i.e., summer vacations, holidays)
Supervisory Responsibilities
This position has supervisory responsibilities, managing staff in local, remote and virtual locations.

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