Office Administrator

The Office Administrator runs the day-to-day operations of two Northern NJ locations of our clients professional services firm. Working as a co-manager alongside each Office Managing Partner, this person leads both office teams — directly supervising non-attorney team members and co-managing attorneys. This person will own operations, people management, facilities, technology coordination, financial support, and client-service quality.

This role does not supervise legal work. That is done by Office Managing Partners and supervising attorneys. The two roles work as partners: the Managing Partner leads the law, the Office Administrator runs the office.

• Hold regular one-on-ones with every direct report — set clear expectations and give candid, timely feedback.
• Recommend staffing levels and structure for each office and the Client Service & Consultation Team, in coordination with the Office Managing Partners and Firm Administrator.
• Lead recruiting and hiring for non-attorney roles, and run a smooth onboarding for every new team member.
• Own ongoing training — coach team members on process and systems, and get new hires productive quickly without heavy hand-holding from firm leadership.
• Run performance evaluations and disciplinary steps — including terminations — in coordination with HR and the Office Managing Partner.
• Escalate harassment, discrimination, retaliation, leave, and accommodation matters to HR promptly — including any involving attorneys.
• Maintain confidential personnel records and coordinate benefits questions.
• Manage scheduling, coverage, and workflow across both offices — including PTO and holidays — so each office stays fully staffed and work keeps moving.
• Oversee timekeeping and payroll: make sure all time worked is recorded accurately, and manage overtime for non-exempt team members through scheduling and approvals.

• Partner with each Office Managing Partner on attorney recruiting, onboarding, performance reviews, corrective action, and departures.
• Hold attorneys to firm standards on time entry, client responsiveness, attendance, PTO and coverage, and other firm policies.
• Track attorney hours, billings, and collections against targets, and flag gaps to the Office Managing Partner early rather than at month-end.
• Match paralegal and administrative support to attorney workloads, and share capacity data with the Office Managing Partner.
• Make sure attorneys stay current on CLE, annual registration, and other licensing requirements.

• Set and enforce response-time standards so every inquiry, consultation booking, email, and callback is handled promptly, professionally, and with empathy.
• Manage every step around the consultation: conflict searches on all parties before booking (attorneys clear any potential conflicts), fee collection, confirmations, and follow-up.
• Monitor client-service and intake calls to reinforce the process, spot coaching opportunities, and keep quality high.
• Run ongoing training on communication, intake technique, basic family-law knowledge, and the line between general information and legal advice.
• Enforce safety and safe-contact protocols for callers in crisis, including domestic violence.
• Track intake metrics — response times, booking and show rates, consultation conversion by attorney and lead source, and client satisfaction — and build coaching plans from what the numbers show.
• Keep Salesforce clean and current — records, pipeline, and matter activity, including the lead source for every inquiry — so the numbers the team and Marketing rely on are accurate.
• Tighten scheduling and coordination so there are no calendar conflicts…