Office Administrator

LOCATION

Dallas, TX or Plano, TX (hybrid work environment with 3 days/week in office after the first 90 days)

Regional Director of Administration

Under the limited direction of the Regional Director of Administration, the Office Administrator is responsible for overseeing day-to-day administrative operations within office(s) and supervising administrative and legal support staff to ensure consistent, effective delivery of support services. This role manages workflow distribution, monitors service quality, and addresses routine operational and staffing issues to maintain continuity and responsiveness.

At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the starting salary for this position to be between $107,500 and $130,000.

• Partner with the Regional Director of Administration and Office Managing Partner to support daily office operations and key office initiatives that enhance operational efficiency and team coordination.
• Leads legal support and office services staff, including assigning and redistributing work, monitoring daily and weekly deliverables, addressing workflow imbalances, and ensuring attorneys and practice teams receive appropriate administrative support.
• Provides full people management for legal support and office support staff, including communication of expectations related to attendance, work quality, responsiveness, workplace behavior, and service standards, providing coaching, performance feedback, corrective action, hiring support, onboarding, development, and ongoing management of employee performance and conduct.
• Manage staffing coverage and work allocation across administrative functions to maintain continuity of service and effective use of staff resources.
• Approve time off requests and schedule changes; approve timecards, review work hours and workload trends, and address discrepancies related to work hours, attendance, and staffing utilization.
• Identifies, documents, and communicates employee concerns, service issues, and operational challenges; addresses and resolves routine matters related to workflow, scheduling, staffing support, and team effectiveness.
• Partners with Human Resources on the recruitment of staff, including interview coordination, candidate logistics, onboarding support, and status changes.
• Assist with onboarding and integrating new attorneys, including coordinating workspace readiness, support assignments, orientation logistics, and cross-functional follow-up.
• Oversees the annual performance evaluation process for assigned staff in accordance with firm guidelines, including documentation and coordination with the Regional Director of Administration and Human Resources on compensation-related inputs.
• Establish and maintain effective working relationships with attorneys, staff, office leadership, and business partners to understand support needs, respond to operational issues, and reinforce service expectations within the office.
• Serves as a liaison with building management and external vendors for day-to-day facilities and office service needs, ensuring issues are identified, escalated, and resolved in a timely manner.
• Collaborates with Regional Director of Administration on budget preparation and expense monitoring for the office(s).
• Plan and coordinate office meetings, events, and engagement initiatives, including attorney and staff activities, recognition efforts, and firm programs.
• Identifies opportunities to improve office practices operations, streamline workflows, clarify responsibilities, and strengthen service enhance consistency across support functions.
• Work closely with the Regional Director of Administration and Office Managing Partner to align administrative resources with business priorities and support office operations impacting productivity, culture, and service delivery.