Office Administrator

Position: Office Administrator
Location: Philadelphia, PA 19103 (On-site, Full-time)

Our client in the legal sector, a premier international labor and employment law firm, is seeking an experienced Office Administrator to oversee the daily operations of its Philadelphia office. This leadership role is essential to maintaining an efficient, professional office environment while supporting attorneys, staff, and clients. The ideal candidate is hands-on, highly organized, and experienced in law firm administration.

Key Responsibilities

• Staff Management: Supervise legal support staff, including legal secretaries, paralegals, office services personnel, and reception staff. Responsibilities include hiring, onboarding, training, performance management, counseling, and terminations. Serve as a liaison between support staff and Human Resources.
• Event Planning: Plan and coordinate office events, internal meetings, trainings, and employee celebrations.
• Facilities Management: Act as the primary point of contact with building management. Oversee office maintenance, cleanliness, repairs, space planning, and emergency preparedness. Attend tenant meetings as needed. Supervise office and conference services to ensure meetings and client events are properly set up.
• Workflow & Coverage: Partner with regional leadership to assess workloads, adjust staffing levels, and ensure adequate coverage for reception and other support roles. Assist with developing and improving staffing and support models to enhance efficiency and utilization.
• Budget & Accounting: Maintain and monitor the local office budget for designated expenses; track expenditures and assist with basic accounting functions.
• Records Management: Oversee records handling and file management, coordinate with off-site storage vendors, and partner with the firm's Records department on destruction projects and related initiatives.
• Collaboration & Collections: Collaborate with office administrators and managers across other firm locations. Oversee office-level collections efforts and provide regular updates to regional leadership.
• Additional Support: As needed, assist with marketing initiatives, professional development programs, recruiting efforts, billing and collections, reporting, and other administrative projects.

Qualifications

• Minimum of five (5) years of law firm experience in a comparable office administration or management role.
• Bachelor's degree or equivalent work experience required.
• Demonstrated experience supervising legal support staff and managing multiple operational functions.
• Strong client service orientation with excellent written and verbal communication skills.
• Flexible, hands-on management style with the ability to step in wherever needed.
• Strong organizational, project management, and problem-solving skills.
• Solid clerical and basic bookkeeping skills.
• Proficiency in Microsoft Office and document management systems such as iManage (or similar).
• Experience with Milana, Intapp, Chrome River, and Aderant is a plus.
• Facilities management experience, including landlord relations and oversight of office maintenance and repairs.

Why Join Our Client

Our client believes that exceptional people are the foundation of their success. They offer a collaborative, professional, and technology-driven environment where employees are encouraged to grow and take on meaningful challenges. In addition to a competitive salary, the firm provides a comprehensive benefits package, including:

• Health, dental, and vision insurance
• 401(k) with profit sharing
• Generous paid time off and holidays
• 24/7 telehealth access and wellness programs
• Optional benefits to support individual lifestyles and well-being

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