What are the responsibilities and job description for the Office Administrator (Law Firm) position at Capstone Search Partners?
The Opportunity: Office Administrator
Send resumes to: Hayley.christina@capstonesp.com
Position Overview
A highly respected and nationally recognized law firm is seeking an experienced and dynamic Office Administrator to oversee the daily operations of its office. This individual will serve as a strategic partner to firm leadership, ensuring operational excellence, supporting client service delivery, and fostering a productive and collaborative work environment. The ideal candidate brings strong leadership, sound business judgment, and a proven ability to manage both people and processes within a fast-paced legal setting.
Key Responsibilities
- Oversee the day-to-day operations of the office to ensure the efficient delivery of administrative services to attorneys and staff
- Act as a liaison to the Office Managing Partner on all operational matters impacting client service and legal staff support
- Develop, implement, and continuously refine office procedures and communication strategies to improve efficiency and workflow
- Identify opportunities to reduce costs, enhance operational performance, and implement effective management solutions
- Ensure compliance with all applicable federal, state, and local employment laws and regulatory requirements impacting human resources functions
- Monitor and enforce firm policies, procedures, and best practices
- Lead the recruitment, hiring, onboarding, training, supervision, and performance management of all non-lawyer support personnel
- Oversee workflow distribution and performance standards to ensure timely, high-quality administrative support for attorneys
- Manage timekeeping, attendance, PTO, and leave of absence tracking for non-lawyer staff
- Coordinate all onboarding and offboarding logistics for attorneys and staff, ensuring a seamless transition experience
- Manage and maintain relationships with office vendors and service providers
- Serve as the primary liaison with building management regarding facilities and operational matters
- Plan and coordinate firm events, including attorney meetings, firm-wide gatherings, and social events
- Support and enforce office emergency preparedness policies and procedures
Required Qualifications
- Minimum of 5 years of experience in a law firm or professional services environment (or equivalent), with a strong foundation in operations and human resources
- Proven leadership experience with a track record of successfully implementing process improvements and driving positive organizational change
- Experience with facilities management, including involvement in office space planning, buildouts, and construction coordination
Strong business acumen with excellent problem-solving, decision-making, and interpersonal skills - Demonstrated ability to effectively interact with attorneys, staff, and external vendors at all levels
Exceptional organizational and project management capabilities