Administrative Supervisor

Administrative Supervisor Rivkin Radler

LLP - 3.4

Jacksonville, FL Job Details Full-time $80,000 - $90,000 a year 9 hours ago Benefits AD&D insurance Paid holidays Disability insurance Health insurance Dental insurance 401(k) Flexible spending account Paid time off Life insurance Referral program Qualifications Legal firm experience Law office Legal billing Full Job Description Because a great law firm begins with great people. At Rivkin Radler, we are always looking for professionals who share our passion for the law and commitment to total client satisfaction. Rivkin Radler has approximately 250 lawyers, with offices in Albany, N.Y.; Hackensack, N.J.; Jacksonville, F.L.; New York City; Poughkeepsie, N.Y.; and Uniondale, N.Y. The firm actively encourages equal opportunity through mentoring, training, professional development, and public service programs. The firm offers competitive salaries in addition to a comprehensive benefits plan which includes medical and dental insurance, group term life insurance, accidental death and dismemberment insurance, long-term disability insurance, optional term life insurance, flexible spending accounts, Aflac, 401(k), paid time off, referral bonuses and paid holidays. The Administrative Supervisor is responsible for coordinating the billing operations and daily administrative functions of the Jacksonville office of a multi-office law firm. This individual plays a key role in ensuring the timely and accurate processing of billing activities while also maintaining smooth office operations, and serving as a liaison between the Jacksonville office and firm leadership in Uniondale. The Administrative Supervisor sets a leading example of professionalism, efficiency, and adherence to firm policies and procedures.

Key Responsibilities:

Financial Administration & Billing Oversee the day-to-day billing operations for the Jacksonville office. Distribute prebills to partners for review and approval and ensure timely submission of finalized bills. Monitor billing workflows and follow up with attorneys and staff to ensure billing deadlines are met. Coordinate with the Finance Department regarding billing inquiries, corrections, write-downs, and client-related billing matters. Review and process office-related invoices, reimbursements, and vendor payments within authorized approval levels. Assist firm leadership and finance with monitoring and managing local office expenses. Staff Support Coordinate staff schedules, PTO requests, and timekeeping processes. Manage onboarding and training of new hires in conjunction with Human Resources. Foster a productive, professional, inclusive, and respectful office culture. Office Operations & Administration Ensure smooth day-to-day operations of the Jacksonville office. Serve as the primary administrative point of contact between the Jacksonville office and the main Uniondale office. Maintain an organized and professional office environment and coordinate office repairs and maintenance with the Facilities Manager. Oversee office supply inventory, purchasing, and equipment management. Work with the Records Manager and Records Assistant to ensure records and files (paper and digital) are maintained securely and in compliance with firm procedures. Communication & Coordination Serve as liaison between attorneys and administrative staff, working with the office managing partner to ensure operational needs are met. Communicate regularly with the Uniondale office and other offices for consistent firm-wide operations. Coordinate meetings, events, and conference room usage. Handle internal communications and announcements at the office level. Technology & Systems Liaise with IT department to ensure systems, software, and equipment are functioning properly. Troubleshoot basic tech issues or escalate as needed. Ensure compliance with firm technology protocols and data security policies. Compliance & Risk Management Ensure the office complies with firm policies, professional conduct rules, and local laws. Oversee office-level compliance training and documentation. Serve as point of contact for any safety, emergency, or facility-related incidents.

Qualifications:

5+ years of office management or administrative leadership experience, preferably in a law firm or professional services environment. Prior law firm billing experience required. Strong understanding of legal billing processes, time entry procedures, prebills, and billing deadlines. Experience working with attorneys and finance departments in a professional services environment. Strong leadership and interpersonal skills. Excellent organizational and problem-solving abilities. Proficiency in Microsoft Office Suite. Familiarity with HR functions and financial processes in a law firm setting. Congenial fast-paced environment, competitive salary and benefits. EOE.

Job Type:

Full-time The annualized salary range for this position is $80,000 to $90,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice. To find out how you can join our talented team, email . We are an Equal Opportunity Employer