Firm Administrator

Ascension Global Staffing & Executive Search is seeking an experienced and highly organized Firm Administrator to oversee the day-to-day operations of a law firm and ensure a professional, efficient, and well-run workplace. This role will have broad responsibility across office operations, human resources, facilities, vendor management, recruiting coordination, events, and administrative functions.

Key Responsibilities

Firm Operations & Administration

• Oversee daily law firm operations, ensuring an organized, efficient, and professional office environment.
• Manage office policies, procedures, administrative systems, and workflow to support the firm’s attorneys and staff.
• Oversee procurement, purchasing, office supplies, and inventory to maintain uninterrupted operations and cost efficiency.
• Review, approve, and reconcile office-related invoices, identify discrepancies, and maintain budgetary control.
• Manage vendor relationships, negotiate service agreements, and monitor performance to ensure quality and cost effectiveness.

Human Resources & Employee Administration

• Manage employee benefits, PTO, timekeeping, and related HR systems while ensuring compliance with firm policies.
• Oversee annual renewal of healthcare and supplemental benefits, ensuring competitive coverage, cost efficiency, and regulatory compliance.
• Review and update the employee handbook to ensure alignment with applicable employment laws, firm policies, and best practices.
• Maintain compliance with federal, state, and local employment laws and reporting requirements.
• Manage employment verification and related HR processes for new hires.
• Partner with leadership to foster a positive workplace culture focused on employee engagement, collaboration, retention, and performance.

Recruiting & Onboarding

• Serve as the primary liaison with legal recruiters and manage recruitment-related communications and coordination.
• Coordinate recruiting activities, candidate communications, interviews, and onboarding logistics.
• Partner with IT and department leaders to ensure timely onboarding and technology setup for new employees.
• Coordinate office space, equipment, and resources for incoming attorneys and staff.

Facilities & Building Management

• Serve as the primary point of contact with property management regarding building operations, tenant matters, maintenance, and facility issues.
• Oversee office and building maintenance, coordinating repairs, improvements, and vendor services to ensure timely resolution.
• Lead office space planning and allocation, optimizing workspace utilization and preparing for new hires.
• Manage office renovations, buildouts, permitting, relocations, and technology upgrades.
• Coordinate conference room operations, including scheduling, catering, technology, and meeting setup.

Events & Firm Culture

• Plan and execute firm events, including employee functions, attorney events, team-building activities, client events, and judicial receptions.
• Support initiatives that strengthen employee engagement, collaboration, and overall firm culture.
• Coordinate logistics for internal and external meetings, events, and special functions.

Ideal Candidate

• Prior experience as a Firm Administrator, Office Administrator, Operations Manager, HR Manager, or similar leadership role, preferably within a law firm or professional services environment.
• Strong knowledge of office operations, HR administration, facilities management, and vendor coordination.
• Excellent organizational, communication, problem-solving, and project management skills.
• Ability to manage multiple priorities in a fast-paced professional environment.
• Strong attention to detail and ability to maintain confidentiality when handling sensitive employee and firm information.
• Demonstrated ability to work collaboratively with attorneys, leadership, employees, vendors, recruiters, and outside partners.
• Proficiency with Microsoft Office and HR/timekeeping/office management systems.

This is a hands-on leadership role for an experienced professional who can effectively manage the business operations of a law firm while supporting a high-performing and positive workplace culture.