Office Administrator

Office Administrator

Under general supervision and according to established policies and procedures, the Office Administrator will be responsible for providing the day-to-day management of and long-term strategic planning for administrative functions related to Human Resources, Operations and Facilities, Administrative Support, and Financial Planning for the assigned office location. The Office Administrator also serves as a trusted operational advisor to office leadership, proactively identifying issues, anticipating needs, and ensuring that day-to-day operations function smoothly without requiring unnecessary leadership intervention.

Key responsibilities include:

• Ensuring fair and consistent implementation of human resources policies and procedures.
• Compliance with applicable federal, state and local employment laws.
• Responsible for full cycle performance management of direct reports, including direct supervision, training, coaching, evaluation, and compensation review. Managing personnel concerns, workflow disruptions, and operational challenges with discretion and sound judgment.
• Partnering with Human Resources on direct report employment-based decisions related to promotion, performance improvement, and termination.
• Partnering with the business professional recruiting team in the full-cycle recruiting of direct reports, including sourcing candidates, interviewing, and hiring.
• Assisting Legal Recruiting with attorney and legal support staff interview scheduling.
• Preparing and maintaining business professionals compensation budget.
• Implementing the Firm's Policy on Legal Administrative Support and driving the continuous improvement of support staff operational efficiency. Supporting staffing strategy and resource alignment by evaluating workload distribution, identifying staffing gaps, and recommending adjustments to ensure attorneys are properly supported.
• Administering and facilitating new hire onboarding.
• Administering hourly employee time and attendance processes, including the approval of time away requests and the administration and monitoring of electronic worktime recording, approval and submission.
• Serving as the primary liaison between attorneys and administrative teams in the office, acting as the first point of contact for concerns and independently resolving workflow or staffing challenges before they escalate.
• Performing or managing all required financial management functions for the office(s) including, but not limited to:
• Processing and transmitting invoices to accounting for payment on a weekly basis.
• Maintaining Dayforce update and exceptions and approving timecards for all hourly administrative business professionals on a bi-weekly basis.
• Preparing and maintaining office operating expense and capital budget.
• Reviewing and analyzing the office budget variance report on a monthly basis providing explanations for discrepancies.
• Establishing financial controls and guidelines that optimize cost effectiveness and profitability.
• Preparing and submitting monthly budget variance report.
• Performing or managing all required facilities management functions for the office(s) including, but not limited to:
• Ensuring office is impeccably maintained.
• Ensuring that meeting services and onsite cafes and break rooms are maintained and well supplied.
• Managing routine maintenance requests.
• Maintaining constructive and collaborative working relationship with the office building manager.
• Overseeing office assignments and internal office restructuring.
• Partnering with the Firm's Director of Real Estate Operations and Facilities on space planning, leasehold improvements, and office relocation.
• Managing capital projects in partnership with the Office Managing Partner.
• Overseeing and managing the purchasing, inventory control, and vendor relations for the office(s) in partnership with the Firm's Procurement and Logistics Manager.
• Overseeing reception services.
• Other duties and responsibilities include:
• Serving as a stabilizing leadership presence during periods of change, including staffing transitions, retirements, or office reconfigurations.
• Maintaining office culture and engagement stability by monitoring morale, addressing emerging concerns, and reinforcing a collaborative and professional office environment through consistent, hands-on leadership.
• Identifying risks and issues proactively, and resolving operational, staffing, or culture-related concerns at the earliest stages, escalating to the Chief of Staff and Office Managing Partner when necessary.
• Liaison between Human Resources, Information Technology, Finance, Facilities, and Recruiting to resolve operational issues and advocate for office needs.
• Responsible for the planning and execution of office engagement and other office events including, but not limited to, annual holiday party, business professional appreciation event, summer outing and attorney party. Partners with Client Growth and Marketing in the coordination and execution of client events.
• Plans Summer Law School Program…