The Office Administrator is responsible for general administration and daily operations of one or more offices. The position will be responsible for people management of the following departments including reception, office services, records specialists, paralegal assistants, paralegals, legal administrative assistants, and partnering with the Senior Director of Administration and Office Managing Partner on any office related issues. Additionally, this role will liaison with all shared services departments.
- Supervise daily or weekly tasks and deliverables for office services clerks, records specialists, and receptionists. Ensure expectations around attendance, workplace behavior, and working relationships are met and provide feedback to address any gaps
- Establish goals and communicate expectations for employee’s results and performance
- Identify performance strengths and weaknesses and provide feedback (shared with timekeepers for legal support staff). Responsible for completing annual performance evaluation process to document performance.
- Identify technical abilities/skills weaknesses and determine training needs (and in some cases deliver training). Rely on input from timekeepers or internal customers as needed.
- Coordinate legal support team timekeeper assignments to ensure attorneys receive adequate administrative support
- Approve timecards and follow up with any issues identified in work hours, work load, or timecard practices
- Handle the reporting of any complaints or issues raised by staff, direct issues to HR or other Firm leaders as appropriate
- Responsible for selection of individuals for open positions.
- Establish and maintain successful working relationships with timekeepers, OMP(s) and Senior Director of Administration to provide best resources to meet business needs
- Establish effective working relationship with building management and vendors; ensure facilities issues are promptly addressed.
- Assist in budget preparation for office in coordination with Senior Director of Administration
- Work with HR and Senior DOA to assist with attorney interviewing, hiring and onboarding
- Plan and coordinate office events; collaborate with HR on United Way and Support Staff Week
QUALIFICATIONS / SKILLS
- Bachelor’s Degree in Business or related field preferred
- Prior supervisory experience required
- 5+ years of experience with a law firm or other professional services firm strongly preferred
- Strong relationship building, decision-making, problem-solving and organization skills
- Ability to handle confidential information in a professional manner
- Excellent communication and interpersonal skills
- Strong, effective time-management and sense of urgency
- Proficiency with various computer software applications (including Microsoft Word, PowerPoint, and Excel, as well as Acrobat Adobe)
Please send resume to email@example.com.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.