Job Description

HR & Admin Manager

Join aiLegal, an AI-powered immigration law firm transforming the delivery of legal services through technology, operational excellence, and standardized workflows. We are seeking a highly organized and execution-driven HR & Admin Manager to help scale our growing national practice. This is a hands-on leadership role for someone who thrives in a fast-paced, process-oriented environment. You will oversee recruiting, onboarding, HR administration, performance management coordination, policy implementation, SOP management, and day-to-day operational support. Working directly with the CEO and department leaders, you will play a critical role in building a high-performing team, strengthening accountability, and ensuring operational excellence across the organization. If you are passionate about systems, enjoy solving operational challenges, and take ownership of delivering results, we invite you to help shape the future of one of the nation's most innovative immigration law firms.

aiLegal is an immigration law firm powered by AI technology with a strong reputation for delivering excellence, efficiency, and client-centric service. We handle a wide spectrum of immigration cases including family immigration, humanitarian matters, business immigration, consular processing, removal defense, and federal litigation. We operate on a flat rate model with assigned credit hours per case type and enforce high accountability in meeting deadlines and productivity benchmarks. Each team member is expected to deliver at least 100 credit hours per month, and the Managing Attorney ensure that the team collective delivers 100 X team head accounts credit hours monthly. Our unique service model ensure speed, standardization, and client satisfaction by structing every case into a clear assembly-line pipeline.

The HR & Admin Manager is responsible for driving recruiting operations, HR administration, onboardings, performance management coordination, policy enforcement, SOP management, administrative operation and organizational support across the firm. This role is not a traditional passive HR role. The ideal candidate is highly organized, execution-oriented, process-driven, and comfortable enforcing accountability in a fast-paced operational environment. The HR & Admin Manager will work closely with with leadership and department managers to improve hiring speed, operational consistency, employee accountability, onboarding effectiveness, and internal operational support systems. This position requires strong follow-through, urgency, discretion, documentation discipline, and the ability to independently manage multiple operational priorities.

Key Responsibilities

• Recruiting & Hiring Operations
  • Manage full-cycle recruiting for legal and operational positions.
  • Coordinate job postings, candidate pipelines, interviews, mock days, background checks, and offer process.
  • Improve recruiting speed and hiring efficiency.
  • Maintain recruiting scorecards, interview processes, and candidate tracking systems.
  • Coordinate onboarding preparation for new hires.
  • Ensure hiring documentation and compliance requirements are completed timely.
  • Partner with managers to identify hiring priorities and staffing needs.
  • Monitor recruiting KPIs and provide weekly recruiting reports to leadership.
• HR Operations & Employee Administration
  • Manage employee onboarding and offboarding processes.
  • Administer HR policies, employee records, benefits coordination, attendance tracking, and employee documentation.
  • Coordinate with payroll, PEO, insurance brokers, and benefits vendors.
  • Ensure compliance with employment policies and operational procedures.
  • Maintain organized personnel records and HR documentation.
  • Support employee relations matters and documentation of performance or disciplinary issues.
  • Coordinate leave requests, employment verifications, and administrative HR support.
• Performance Management & Accountability
  • Coordinate performance review cycle and manager follow-through.
  • Track employee KPI compliance, attendance compliance, and review completion.
  • Assist leadership with performance improvement documentation and accountability processes.
  • Ensure managers complete required evaluations, feedback sessions, and corrective action processes timely.
  • Help maintain organizational accountability systems and reporting structures.
  • Escalate unresolved operational or operational issues appropriately.
• SOP Management, Training & Compliance
  • Draft, organize, update, and maintain SOPs, policies, onboarding materials, and operational documentation.
  • Coordinate training initiatives and onboarding programs.
  • Help improve operational consistency across departments.
  • Monitor compliance with internal procedures and operational standards.
  • Ensure updated policies and SOPs are communicated and implemented effectively.
  • Support process improvement initiatives across the organization.
• Administrative & Operational Support
  • Coordinate office operations and administrative support functions.
  • Manage operational vendors, subscriptions, service providers, and office related logistics.
  • Support organizational planning, staff engagement initiatives, and internal operational coordination.
  • Assist leadership with operational follow-through and execution support.
  • Support special operational projects as assigned.

Qualifications

• Bachelor's degree in Business Administration, Operations Management, or related field, MBA is a plus.
• 5+ years of experience in HR operations, recruiting, office administration, operations management, or related roles.
• Experience in professional services, law firms, healthcare, consulting, or fast-paced operational environments preferred.
• Experience coordinating recruiting and onboarding processes strongly preferred.
• Experience with HR systems, payroll systems, and operational software preferred.
• Strong proficiency in Microsoft Office, Google Workspace, and project/task management systems.
• Experience working in KPI-driven or process-driven environments preferred.

Key Competencies

• Operational Discipline
  • Strong organizational skills and attention to detail.
  • Ability to manage multiple priorities with consistent follow-through.
  • High level of documentation accuracy and administrative reliability.
• Accountability & Execution
  • Comfortable enforcing deadlines, policies, and operational expectations.
  • Ability to follow through on unresolved issues without constant supervision.
  • Strong sense of ownership and urgency
• Recruiting & Talent Coordination
  • Experience managing recruiting pipelines and interview coordination.
  • Ability to evaluate professionalism, responsiveness, and organizational fit.
  • Strong communication and scheduling coordination skills.
• Communication & Professionalism
  • Strong written and verbal communication skills.
  • Ability to handle sensitive employee matters professionally and confidentially.
  • Comfortable communicating with attorneys, managers, staff, and external vendors.
• Process & Systems Thinking
  • Ability to improve workflows and operational consistency.
  • Comfortable working with task management systems, HR systems, and operational software.
  • Process-oriented mindset with strong administrative structure.
• Conflict Management & Professional Judgement
  • Ability to handle difficult conversations professionally.
  • Calm and emotionally stable under pressure.
  • Sound judgment when handling personnel or operational issues.

Performance Expectations & KPI

• Recruiting & Hiring
  • Average time-to-fill open positions
  • Interview-to-offer conversion rate
  • Offer acceptance rate
  • 90-day employee retention rate
  • Weekly recruiting pipeline reporting completion
• HR Operations
  • Onboarding completion within required timeline
  • Personnel file completion accuracy
  • HR documentation compliance rate
  • Employee response time for HR requests
  • Benefits enrollment accuracy and timeliness
• Accountability & Performance Management

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