Office Administrator

Minimum Requirements:

• Bachelor’s Degree in Business Administration, Finance or related field 
• 6 years' experience managing an office in a professional services or law firm environment
• Experience with facilities management to include design, construction, contract negotiations and project management
• Knowledge of basic accounting principles to include budget management

Preferred Requirements:

• Good communication, problem solving, leadership and diplomacy skills to interact with lawyers, staff and vendors on a regular basis
• Good organizational and project management skills
• Working knowledge of Microsoft Office Suite
• Ability to make sound business decisions
• Ability to work effectively in a fast-paced environment

What will your day look like?
You will be responsible for the daily operations and business functions of two highly productive Bay Area offices. You will develop and maintain effective working relationships with other management throughout the office and firm. In addition to the responsibility for budgeting and controls, systems and physical facilities, this position also identifies and plans for the changing needs of the offices, shares responsibility with the Managing Partner for practice management and contributes to cost-effective management throughout the office. You will direct, manage and oversee the daily operations of the offices to ensure they are operating efficiently.

You will provide regular direction and leadership to staff, including administrative and secretarial support, on projects and assignments. You will conduct regular staff meetings and administrative meetings. You will also be responsible for partnering with operations management to ensure effective support with outsourced services such as mail/copy/fax and records, including messenger services. You will ensure that service needs are met.

You may provide basic HR or other services to include secretarial assignments, new employee orientation, conducting performance evaluations, merit increases and annual bonuses. You will partner with HR to recruit open positions within assigned offices.

You will prepare, analyze and maintain accurate operating and capital budgets for all areas of responsibility. You will also review budget, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget. You will report back to senior management or operations management on any unplanned expenses that will result in budget overage.

You will interact with senior management and operations management as it relates to administrative, operational and facilities issues of assigned offices. You will manage the integration process of lateral groups of lawyers, their paralegals and secretarial staff. You will provide leadership in securing the resources necessary to finalize their integration by partnering with other firm departments.

You will work on firm wide initiatives with regional office administrators and senior management. You will help to standardize practices and procedures and streamline activities when appropriate.

You will partner with project managers on space planning to include layout, plan review, construction RFPs and construction management. You will partner with firm departments regarding the purchase of office furniture, furnishing and equipment as necessary. You may serve as a liaison to landlord and building engineering.

You will support large projects and programs in the office to include IT projects, HR and client events, etc. You will be responsible for participating in and/or lead focus groups in facilitating rollouts. It will also be your responsibility to embrace, support and drive innovation and change in accordance with industry and firm initiatives. You may attend partner meetings and all attorney meetings as well as serve on various teams within the firm.