How to hire a firm administrator

How to hire a firm administrator, step by step

Here's a step-by-step firm administrator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a firm administrator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new firm administrator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your firm administrator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a firm administrator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect firm administrator also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   Here's a comparison of firm administrator salaries for various roles:

   Type of Firm Administrator	Description	Hourly rate
   Firm Administrator		$24-47
   Project Management Internship	When it comes to a project management internship, the tasks may vary on the organization or industry where one is involved. However, the primary duties are to provide administrative support by accomplishing tasks ranging from performing research and analysis, responding to inquiries and concerns, assisting in data entry and record-keeping, producing reports, and managing schedules... Show more	$12-20
   Office Manager	Office managers oversee the entire workplace. They maintain office processes and services to ensure that everything is running well... Show more	$14-29

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Payroll Processing
   • Law Firm
   • Litigation
   • Office Equipment
   • General Ledger
   • CPA
   • Tax Returns
   • Office Management
   • QuickBooks
   • Benefits Administration
   • Accounts Receivables
   • Trust Accounts
   • Human Resource Functions
   • Office Space

   Check all skills

   Responsibilities:

   • Manage the purchase of supplies, A/R, A/P, general bookkeeping, trust account, and client billing.
   • Direct Medicaid health plan management division activities (manage care program operations, quality improvement, and contract administration).
   • Complete and review bi-monthly QuickBooks's journal entries.
   • Perform bank reconciliation and month-end close; submit to CPA for tax review.
   • Prepare in house semi monthly payroll for staff along with partner compensation with QuickBooks.
   • Act as liaison and communication link between management and staff, and among all offices for this CPA firm.

3. Make a budget

   Including a salary range in your firm administrator job description is a great way to entice the best and brightest candidates. A firm administrator salary can vary based on several factors:

   • Location. For example, firm administrators' average salary in florida is 53% less than in washington.
   • Seniority. Entry-level firm administrators earn 49% less than senior-level firm administrators.
   • Certifications. A firm administrator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a firm administrator's salary.

   Average firm administrator salary

   $70,547yearly

   $33.92 hourly rate

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   Entry-level firm administrator salary

   $50,000 yearly salary

   Updated December 14, 2025

4. Writing a firm administrator job description

   A good firm administrator job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a firm administrator job description:

   Firm administrator job description example

   The Law Firm Administrator will oversee staff who perform a variety of tasks to facilitate the efficient operation of the law firm.
   Compensation: $72,000 Responsibilities: Supervisory Responsibilities:
   
   Trains staff regarding firm procedures and information systems. Supervises and counsels support staff. Recruits and assists in hiring new employees. Conducts performance evaluations that are timely and constructive. Handles discipline and termination of employees as needed and in accordance with company policy. Duties/Responsibilities:
   
   Manages the day-to-day operations of the office; prioritizes the use of support staff and facilities. Manages the daily operations of information systems. Manages equipment, office services, and facilities. Manages schedules and appointments including trial dates and hearings, and meetings and travel. Maintains a professional and positive work environment by facilitating effective communication and information sharing among professionals, paraprofessionals, management, and support staff. Prepares legal correspondence and documentation. Participates in the strategic planning process with management to identify and accomplish short- and long-term organizational goals. Prepares the organization's budget. Performs or facilitates and delegates accounting functions as needed. These may include billing, preparation of financial statements, management of reports, and collections. Consults with outside accountants for audits, preparation of tax returns, and the production of other reports as required by law. Drafts and implements operational and human resource policies and practices to ensure quality services. Assists with human resource management as needed. Organize & manage community events Plan & manage marketing strategies Performs other related duties as assigned. Qualifications: Required Skills/Abilities:
   
   Superior written and verbal communication skills. Excellent interpersonal and customer service skills. Detail-oriented and professional. Advanced understanding of office management practices including knowledge of accounting procedures and information systems. Ability to organize and prioritize tasks, delegating when appropriate. Extremely proficient in Microsoft Office Suite or other similar software program. Ability to maintain confidential records. Education and Experience:
   
   Bachelor's degree in Human Resources, Business Administration, Finance or related field required. At least five years of experience in a senior management position. Physical Requirements:
   
   Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. About Company
   Khan Law Firm is a personal injury law firm where the focus is our clients. We are passionate about clients' wellbeing and getting them the maximum compensation they deserve.

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5. Post your job

   There are a few common ways to find firm administrators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your firm administrator job on Zippia to find and recruit firm administrator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with firm administrator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new firm administrator

   Once you've found the firm administrator candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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