Legal Operations Associate Jobs in Philadelphia, PA

Job Description The Legal Operations Supervisor directly supervises the firm's administrative staff operations across all office locations. This position combines hands-on supervision of legal support services with HR responsibilities that ensure the firm's workforce is effectively recruited, developed, and supported. The Legal Operations Supervisor reports to the Director of Operations and has authority to make routine operational decisions while escalating complex matters to leadership.

This role serves as a key link between firm leadership and administrative teams, ensuring that programs and operational infrastructure effectively support attorneys, practice groups, and client service delivery across Pennsylvania, New Jersey, Delaware, and New York. Key Responsibilities1. Administrative Staff Management Directly supervise administrative personnel.

This including legal assistants, paralegals, shared services, and support staff across all offices, ensuring alignment with firm standards and service expectations. Conduct regular one-on-one meetings to support staff development, engagement, and performance; strengthen accountability structures and address routine employee relations matters, escalating complex or sensitive issues to the Director of Operations. Provide day-to-day leadership for Legal Support Services, establishing and maintaining consistent service standards, staffing structures, and operational procedures across offices.

Oversee the deployment and utilization of administrative resources, including legal assistants and paralegals, to ensure effective support for attorneys and practice groups. Monitor workload distribution and staffing capacity across administrative teams and adjust assignments as needed. Partner with attorneys to identify operational support needs and improve workflow efficiency.

Payroll & Timekeeping Support Assist with payroll processing by verifying timekeeping records, resolving discrepancies with payroll and finance teams, and responding to employee inquiries regarding payroll, deductions, and direct deposit. Monitor and coordinate employee time-off requests and scheduling while maintaining confidentiality of all payroll and compensation information. Multi-Office Integration, Operational Consistency & Culture Initiatives Support the Director of Operations in maintaining operational consistency across offices in Pennsylvania, New Jersey, Delaware, and New York.

Help reduce duplication of effort and eliminate operational silos between offices and departments. Improve communication channels and collaboration across office locations. Ensure consistent administrative and attorney support experience regardless of office location.

Foster a positive workplace culture that values respect, collaboration, and employee engagement; monitor employee satisfaction and develop retention strategies. Talent Acquisition & Workforce Planning Lead full-cycle recruitment for administrative staff that directly support attorneys, including sourcing, screening, interviewing, and coordinating offers across all offices. Partner with HR Director and hiring managers to develop job descriptions, identify candidate requirements, and establish hiring timelines.

Develop and maintain staffing models and workforce planning strategies in coordination with the Director of Operations. Analyze recruitment metrics and recommend process improvements to enhance hiring outcomes. This role may aid in the recruitment of Summer Associates.

Ensure hiring practices are equitable, efficient, and compliant with applicable laws including Title VII, the ADA, and the ADEA. Performance Management and Training Administer performance management processes, including goal-setting, evaluations, and performance improvement plans for administrative staff. Conduct staff performance evaluations and provide recommendations regarding merit increases, promotions, and other compensation adjustments.

Coach and advise staff on employee development, disciplinary actions, and termination procedures; escalate complex matters to the Director of Operations. Support attorney performance evaluation processes as required by firm leadership. Administer training and professional development programs for administrative staff.

Partner with other departments to ensure smooth delivery of subject-specific and required training programs. The ideal candidate: Has strong people management skills. Has HR and operations experience with demonstrated ability to supervise staff, preferably in a multi-office environment.

Is highly organized with strong attention to detail. Demonstrates excellent written and verbal communication skills. Thrives in a fast-paced, multi-office law firm environment.

Maintains confidentiality and exercises discretion in handling sensitive information. Is a proactive problem-solver who anticipates needs and takes initiative. Works collaboratively with colleagues at all levels of the organization.

Demonstrates sound judgment in handling sensitive employee matters. Qualifications At least four (4) years of human resources or operations experience, preferably in a law firm or professional services environment. At least two (2) years in a supervisory or team lead capacity required.

Bachelor's degree in Human Resources, Business Administration, or a related field preferred; equivalent combination of education and experience considered. Professional certification such as SHRM-CP, SHRM-SCP, PHR, or SPHR preferred. Proficiency with HRIS systems (ADP preferred), performance management systems (ADP and viDesktop preferred) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong organizational and time management skills and ability to manage multiple priorities. Experience working across multiple office locations preferred. Excellent interpersonal skills and a customer-service orientation.

Benefits Comprehensive health, dental, and vision insurance 401(k) with firm contribution Paid time off and firm holidays Professional development opportunities SHRM certification support For immediate consideration send resumes to Naomi at nmuldowney@friednamwilliams.com