Office Administrator in Columbus, OH

Law Firm

Columbus, OH

Office Administrator in Columbus, OH

Law Firm Non Legal Department

Min 5 yrs required

No

Job Title: Office Administrator

Job Responsibilities:
The Office Administrator will manage the administrative operations of the Cleveland, Columbus, and Lexington, KY offices under minimal supervision. This hybrid position requires residency in Columbus or Cleveland, OH. The role involves significant collaboration with firm management and interaction with corporate departments. Regular and predictable attendance is a crucial aspect of the job. The essential duties and responsibilities include:

Leadership:
- Provide leadership and direction to office staff employees.
- Communicate proactively with shareholders to ensure administrative services and resources meet their expectations and clients' needs.
- Actively participate in attorney and other office meetings.
- Work effectively with the regional Team Leader and as a member of an Office Administrator Team.
- May serve as a Project Leader.
- Seek input from employees as appropriate and encourage open communication.
- Be proactive in developing plans for the short-term and long-term needs of the office.
- Keep attorneys and employees appropriately informed.
- Maintain confidential information.

Supervision:
- Maintain an appropriate level of staffing in the office.
- Hire and supervise paralegals, legal secretaries, and other support staff.
- Provide mentoring and coaching to employees, ensuring effective training and performance standards.
- Conduct employee performance evaluations, seeking input from attorneys, and counsel employees as appropriate.
- Manage to the highest standards of client service.
- Implement the policies of the firm in a fair and consistent manner and conduct meetings with staff as appropriate.

Attorney Development & Recruiting:
- Maintain local office CLE records and ensure compliance with State requirements.
- Manage/coordinate internal firm-wide CLE webinars for local offices.
- Participate in lateral attorney recruiting, including completion and submission of attorney hire checklists and verification of current Bar admission.
- Manage client intake and file transfer procedures for lateral Shareholders under the firm's established procedures.

Facilities Management:
- Ensure all facilities and office services functions are well-organized, productive, and effectively support office needs, including reception, mail, photocopy, messenger, purchasing, and supplies.
- Manage relations with local vendors and local representatives of national vendors.
- Maintain local office emergency response and safety programs.
- Maintain local security systems and physical security of space.
- Work collaboratively with Corporate on space utilization, lease administration, and subleasing.
- Collaborate with Corporate and national real estate vendors on build-out, refurbishment, and relocation projects.
- Serve as a liaison to local property management and coordinate maintenance/repair with local property management/outside services.

Financial Management:
- Prepare and manage the local office budget and business plan.
- Monitor monthly financial reports and prepare local summary reports for shareholders, explaining variances to budget.
- Oversee organized year-end collection efforts and may participate in direct collection activities.
- Approve firm and client invoices, check requests, and expense reports.
- Monitor and control staffing, operating expenses, and expense recovery.
- Manage timekeepers’ weekly time entry/release to ensure deadlines are met.
- Ensure successful printing, collating, distribution, and timely return of prebills in accordance with firm standards and communicate success and/or problems with the Accounting Department.
- Coordinate financial matters as needed with the Accounting Department.

Human Resources Management:
- Ensure compliance with the firm’s HR policies.
- Manage Human Resources activities, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non-exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping.
- Manage attorney and staff leaves in local offices in conjunction with HR/Benefits Department.
- Coordinate and manage new hire training for all new employees in the office in conjunction with HR/Training Department.
- Promote an environment that fosters excellence and high morale.
- Maintain safety equipment records and manage safety training for appropriate employees (including CPR and AEDs).
- Coordinate safety and security issues with the Human Resources Department as appropriate.
- Coordinate employment issues as needed with the Human Resources Department.

Marketing:
- Work collaboratively with local attorneys, Corporate, and Regional resources to identify and implement individual attorney and local office client development, marketing, and promotional opportunities, including coordination and management of local client seminars, breakfast briefings, and other business development events.
- Provide assistance with proposals, research, or other client development requests.
- Ensure that the local client mailing list is properly maintained and up to date (., InterAction).
- Maintain collateral materials and prepare and distribute new business packets.
- Serve as a liaison and local resource to the Marketing Department.

Office Administration:
- Provide useful insight into operational data that can be used by the Senior Director of Office Operations to materially affect departmental directions and operations.
- Manage local travel administration.
- Direct the planning and implementation of various office events such as client events, holiday parties, staff appreciation activities, and other social events sponsored by the office.

Practice Support and Information Management:
- Manage secretarial support, coverage, and workflow.
- Manage paralegal support, utilization, and case assignments.
- Manage local adherence to new business intake, docket/calendar systems and compliance, records management, and case filing.
- Work collaboratively with Regional Litigation Support personnel.

Technology Management:
- Collaborate with Corporate and Regional IT personnel to ensure the functionality of all systems.
- Ensure users receive appropriate orientation and training on software applications and systems.
- Work with IT resources to coordinate local rollouts and initiatives, oversee problem resolution for users, and provide feedback to IT management on the user experience.

Education and Experience Information:
A Bachelor's degree or higher is required. Candidates must have a minimum of five (5) years of dedicated office management experience with a law firm or other professional service organizations. This experience should include managing business operations and the direct supervision of non-exempt employees. A thorough understanding of law firm or professional services administration, facilities management, and human resources management is necessary, typically acquired through a bachelor’s degree in business administration or a closely related field. Direct experience in all key functional areas of the position is required.

Salary Information:
The text does not provide specific salary information for this position. However, it mentions a generous benefits package for full-time and part-time employees working at least a 50% schedule. Benefits include comprehensive health, dental, and vision plans, a superior 401(k) plan, ample time off programs, mental health programs, family building and caregiving, generous paid parental leave, life insurance, disability insurance, a wellness program, flexible spending accounts, and an employee referral bonus program. For more information about benefits, applicants are encouraged to visit the law firm's website.

Note: No recruiters are involved, and the law firm is not accepting unsolicited resumes from search firms for this position.