Law Firm Intake Jobs (NOW HIRING)

The Law Office of Polly Tatum is seeking a high-level Legal Administrator / Director of Operations to work directly with firm leadership and drive operational excellence across the practice.

This is not a traditional admin role. This position is the operational backbone of the firm — responsible for ensuring systems, people, and performance are aligned to support growth, profitability, and exceptional client service.

The Law Office of Polly Tatum is a growing, client-focused law firm committed to delivering high-quality legal services while maintaining a streamlined, efficient, and supportive work environment.

Compensation- Base $95,000-$120,000 Benefits & Perks: Medical & Dental Insurance, Performance-based bonuses, Generous PTO & Paid Holidays, Complimentary Estate Planning Services, All-expenses-paid trip after 5 years of service, ongoing recognition, team events, and celebrations

$95,000 - $120,000

Operational Leadership

• Partner with firm leadership to execute operational strategy and improve firm performance
• Develop, document, and optimize workflows across all departments
• Ensure smooth day-to-day operations across in-office and remote team members

Performance Metrics & Reporting

• Track KPIs, including case timelines, conversion rates, revenue per case, and collections
• Provide leadership with real-time operational insights

Team Leadership & Accountability

• Manage and develop administrative and support staff
• Establish KPIs and performance expectations
• Oversee hiring, onboarding, and training

Client Experience & Intake Oversight

• Oversee intake systems and client communication
• Resolve escalated client issues

Financial & Business Operations

• Oversee billing, invoicing, and collections
• Monitor financial performance indicators

Compliance & Systems Management

• Ensure compliance with legal and ethical requirements
• Maintain secure systems and workflows

Operational Leadership

• Partner with the Firm Owner to implement operational strategy and business systems
• Develop and maintain workflows that support firm growth and efficiency
• Oversee daily administrative operations across all firm locations, including remote staff

Performance Metrics & Reporting

• Monitor and report key performance indicators, including:
• Profit per case
• Revenue per employee
• Client acquisition cost
• Matter lifecycle timelines
• Provide leadership with accurate, real-time operational data to support decision-making
• Promote a positive workplace culture rooted in accountability and teamwork

Firm Operations & Office Management

• Oversee day-to-day operations across all firm offices
• Directly supervise and mentor office managers and administrative department leads, and ensure consistency in procedures and staffing
• Establish and enforce firm-wide operational policies and workflows
• Serve as an escalation point for operational, staffing, and facilities issues

Financial & Administrative Oversight

• Manage operational budgeting and expense controls
• Coordinate with outside accountants and financial vendors
• Oversee billing support and collections coordination
• Prepare operational and financial reports for firm leadership

Human Resources Administration

• Oversee HR operations, including hiring coordination, onboarding, and employee relations
• Ensure compliance with employment laws across multiple states
• Support office managers and supervisors with performance and workplace issues
• Coordinate benefits administration and HR vendor relationships

Technology & Systems Coordination

• Oversee IT operations, vendors, and managed service provider relationships
• Ensure system reliability, cybersecurity controls, and access management
• Coordinate onboarding and offboarding technology procedures
• Evaluate and implement technology improvements as needed

Facilities, Vendors & Compliance

• Manage leases, facilities issues, and vendor contracts
• Oversee insurance, risk management, and internal controls
• Maintain operational policies, procedures, and documentation

• 5+ years of operations experience in a legal, medical, or professional services firm
• At least 2 years of management or leadership experience
• Demonstrated experience implementing operational systems and workflows
• Experience managing teams and operational performance metrics
• Strong communication and leadership skills
• High emotional intelligence and the ability to work effectively with diverse personalities
• Calm, confident, solutions-oriented leadership style

Preferred Experience

• Experience with Clio, Lawmatics, or other legal case management platforms
• Familiarity with QuickBooks, ADP, or HRIS systems
• Experience managing remote or overseas staff

At the Law Office of Polly Tatum, we help families protect what matters most — their loved ones, their legacies, and their peace of mind. Our firm focuses on Estate Planning, Elder Law, and Probate, serving clients across Central Massachusetts and the entire State with compassion, clarity, and excellence.

Why You’ll Love Working With Us

• You’ll make a meaningful difference in the lives of Massachusetts families every day.
• You’ll join a team that leads with heart, purpose, and professionalism.

You’ll be supported, respected, and encouraged to grow — because you matter here!