Ascension Global Staffing & Executive is seeking an Office Administrator that will lead our client firm operations (billing & accounting, marketing, human resources, and IT needs), manage non-attorney staff, and work with firm ownership on strategic projects. 

• Responsible for the overall day-to-day administration of the Miami and Fort Lauderdale offices.
• Assist with all attorney-related HR issues and all business services HR matters.
• Direct supervision of business services employees, in coordination with their supervisors.
• Resolve general business services issues, conduct counseling, and implement disciplinary actions, as needed, in coordination with firm owners and supervisors.
• Monitor employees’ attendance, vacations, and other absences from the office.
• Oversight in coordination with internal and external support personnel including internal training as needed in Centerbase, Netdocs, and Microsoft-centric environment.
• Manage coverage for attorneys in the absence of business services employees.
• Manage special functions for the office i.e. Partners’ meetings, practice group meetings, and social events for lawyers and business services employees, i.e. holiday parties, and charity/pro bono events.
• Review and approve vendor invoices. Address any invoice discrepancies for resolution.
• Provide coordination with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues.
• Arrange for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.
• Oversee the scheduling of conference rooms and visiting lawyer offices, including catering requests for client and administrative meetings.
• Assign office space to new employees, including lawyers, paralegals, and business services.
• Coordinate disaster and emergency preparedness activities for the office.
• Manage contractors the office services department and ensure that adequate coverage is provided at all times.
• Manage contractors in our facilities/guest services and ensure that adequate coverage is provided at all times.
• Assist with special projects, as may be assigned.

Leadership: Development and implementation of initiatives, policies, procedures, and goals developed by and in concert with firm ownership.

Knowledge, Skills, and Abilities

QUALIFICATION REQUIRED SKILLS

• Superior oral and written communication skills
• Positive attitude
• Excellent analytical and sound decision-making skills
• Experience managing people and teams
• Must be customer service oriented with excellent interpersonal skills
• Strong organizational skills, ability to prioritize and work independently and work extended hours as necessary
• Ability to handle multiple tasks effectively and efficiently
• Must be a self-starter who is flexible and resilient.
• High level of discretion and diplomacy
• Competence in billing and accounting software
• Working knowledge of PC computer technology including Windows and Microsoft Office required

• Fluency in Spanish preferred.

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• Recent law firm experience as an Office Administrator or Manager, or in an equivalent management position, in a professional services environment preferred 
• Strong accounting background
• College degree preferred
• Job Type: Full-time
• Schedule: Monday to Friday
• Experience: Relevant work experience in the legal environment
• Language: English. Fluent in Spanish, written and spoken