Office Administrator

Working with Firm Leadership, the Chief Talent Officer, the Chief of Practice Support, and the Regional Office Administrator, this individual is responsible for managing the day-to-day operations of their assigned office(s) in compliance with the policies and procedures of the firm. Ensures peak operating efficiency and profitability and facilitates office growth. Maintains excellent relations/communications with Firm management, attorneys, clients, administrative groups, staff and outside vendors.

ESSENTIAL FUNCTIONS:

• Office Operations:
  • Oversee all day-to-day office-level operations involving workflow processes that include resource allocation, special project support, IS and administrative services.
  • Coordinate office services, such as reception, mail, and shipping.
  • Manage inventory control and space allocation.
  • Ensure compliance with safety regulations and business continuity plans.
  • Coordinate vendor management and special projects as needed.

• Employee Relations Management:
  • Partner with Human Resources for the recruitment of office-centric administrative support staff, including reviewing of resumes, interviewing, hiring and on-boarding.
  • Partner with Human Resources and Practice Services to train, supervise, and counsel all office level support, including training and development needs, managing the evaluation process, performance management, and administering HR processes to support employee performance, development, and compliance.
  • Assist with the successful integration of new attorneys. Facilitates attorney arrival and departure processes, coordinates with designated teams and Department Leadership on attorney related issues.

• Financial Management:
  • Assist with budgeting and financial reporting.
  • Monitor office expenses and ensure cost-effective operations.
  • Manage vendor contracts and payments.

• Attorney Support:
  • Assess needs of attorneys and effectively coordinate administrative support to Client Services Team assigned attorneys; facilitate, when necessary, support for all attorneys in office.
  • Coordinate all office arrivals and departures.
  • Coordinate with designated teams and Department Leadership on Attorney related issues.

• Client Development and Marketing:
  • Support attorneys with local client development and marketing initiatives.
  • Coordinate office participation in community events and organizations.
  • Assist with budget process for the office business development initiatives

• Firm Liaison:
  • Act as a liaison between the office and various administrative departments within the firm.
  • Communicate effectively with firm leadership, attorneys, and staff on relevant issues.

ADDITIONAL FUNCTIONS:

• Special projects or other duties, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:     

• Bachelor’s degree in business administration or related field or an equivalent combination of education and/or work experience.

Experience:

• Minimum of seven years of experience in law firm management with demonstrated leadership skills in human resources, information technology, facilities and financial management.

Knowledge, Skills, & Abilities:

• Strong management ability, including written/oral communication and interpersonal skills required to interact with firm management, attorneys, clients, administrative groups, and staff and outside vendors.
• Ability to exercise sound judgment, discretion and foster positive and professional working relationships a must.
• Ability to successfully motivate and develop the administrative team and build/maintain office morale.
• Strong supervisory, organizational and project management skills with great attention to detail. Ability to prioritize, multi-task and work well in a high volume/fast-paced environment.
• Must possess knowledge and demonstrated understanding of generally accepted accounting principles. A working knowledge of related legal/compliance regulations ideal.
• Demonstrated experience using related accounting computer systems and Microsoft Office Suite, including Outlook, Word and Excel. Elite Enterprise experience preferred.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL REQUIREMENTS

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time.  Walking and standing is often necessary in carrying out job duties.

VISUAL ACUITY

Worker is required to have close visual acuity to perform an activity such as:  preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will.  Employees must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation.  If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.