Job Title: Office Administrator
Job Responsibilities:
- Direct, manage, and oversee the daily administration of the business functions of the office to ensure it operates efficiently.
- Provide regular direction and leadership to staff, including administrative and Legal Support Services, on projects, workflow, and assignments. Conduct regular business professional and administrative meetings.
- Provide leadership support, including legal support team assignments, new employee onboarding/orientation, conducting performance evaluations, and reviewing merit and annual bonuses. Partner with Talent Acquisition to recruit for open positions within assigned offices.
- Prepare, analyze, and maintain accurate operating and capital budgets for all areas of responsibility. Regularly review budget, invoices, vendor payments, etc., to ensure adherence to budget. Report back to senior management or operations management on any unplanned expenses that will result in budget overage.
- Collaborate with office partners and firm leadership to assist with billing and collection efforts and provide various financial reports.
- Interact with senior management and operations management regarding administrative, operational, and facilities issues of an assigned office.
- Manage the integration process of lateral groups of lawyers, their paralegals, and legal support staff. Provide leadership in securing the resources necessary to finalize their integration by partnering with other firm departments.
- Work on firmwide initiatives with Regional Office Administrator and senior management. Help to standardize practices and procedures and streamline activities when appropriate and influence change.
- Partner with the Regional Operations Managers and the firm’s Real Estate leadership team on space planning, including refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs, and construction management.
- Serve as a liaison to the landlord, property management, building engineering, and security.
- Support large projects and programs in the office, including IT projects, HR, Operations, Diversity, and Business Development.
- Participate in and/or lead focus groups in facilitating rollouts.
- Embrace, support, and drive innovation and change in accordance with industry and firm initiatives.
- Attend partner meetings and all attorney meetings and serve on various teams within the firm.
- Actively report and communicate with the Regional Office Administrator regarding office activities in a timely manner.
- Provide leadership to and manage a team of business professionals, including coaching, mentoring, and professional development. Responsible for providing performance feedback regularly.
- Perform other duties as assigned.
Education and Experience Information:
Minimum Education:
- High School Diploma or GED.
Preferred Education:
- Bachelor's Degree in Business Administration, Finance, or related field.
Minimum Years of Experience:
- 6 years of experience managing an office in a professional services or law firm environment.
- Knowledge of basic accounting principles, including budget management, is required.
- Experience with facilities management, including design, construction, contract negotiations, and project management, is a plus.
Salary Information:
The salary information is not provided in the text.
Essential Job Expectations:
- Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
- Produce deliverables, answer phone calls, and reply to correspondence efficiently and responsively.
- Provide timely, accurate, and quality work product.
- Successfully meet deadlines, expectations, and perform work duties as required.
- Foster positive work relationships.
- Comply with all firm policies and practices.
- Engage in both physical and sedentary activities, such as working at a computer for extended periods, participating in digital/virtual conference calls, and attending meetings as needed.
- Ability to work under pressure and manage competing demands in a fast-paced environment.
- Perform all other duties, tasks, or projects as assigned.
Physical Demands:
- Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Work Environment:
- The individual selected for this position may have the opportunity for a hybrid work arrangement comprised of remote and in-office work, the requirement for which will be determined in coordination with the hiring manager or supervisor and may be modified at the firm's discretion in the future.
Disclaimer:
- The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the firm's discretion at any time. This job description does not change the at-will nature of employment.
Application Process:
- Applicants must apply directly online instead of sending application materials via email.
Accommodation:
- Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for accommodation during the application process, please contact the provided email address.
Additional Information:
- Agency applications will not be considered.
- No immigration sponsorship is available for this position.
- The law firm is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
