Office Administrator

The Office Administrator will manage the day-to-day operations and administrative functions for the office and will work collaboratively with office partners, direct reports, and other key personnel across the firm to provide exceptional customer service and administrative support. This role is highly visible and will partner with key personnel to ensure successful office management in the areas of general office operations, facilities, office services, and management of administrative staff.

Job Description :

Office Operations & Management

• Responsible for working directly with the building landlord and services management to address maintenance needs and services provided by security staff.
• Responsible for managing, leading and developing the office operations, including facilities, office services, reception, secretaries, and executive assistants.
• Responsible for office maintenance as necessary and in case of an emergency responsible for preparedness plans in coordination with firm-wide specifications.
• Management of all on-site vendors, this includes contract catering vendors for lunches, dinners or special events.
• Responsible for facilities and office services set-up of workspaces as required.
• Responsible for coordinating all aspects of moves within the office.
• Oversee management of office supply areas; ensure proper and consistent stock of all supplies are on hand and orders are managed efficiently.
• Manage maintenance of all pantries and kitchen equipment throughout the office.
• Manage staff to ensure the office is tidy / clean, functional, safe, and in compliance with city, state, and federal law and regulations.
• Lead weekly team meetings to discuss best practices, work on team building and morale, and provide training, cross training, and mentoring.
• Manage in-house food and beverage expenses, including catered meals, kitchen supplies and equipment.
• Responsible for budget maintenance and processing of invoices for catering, equipment, and services, ensuring unbudgeted expenses are approved.
• Address key issues and provide solutions are it relates to the office space, building procedures, emergency procedures, special events planning, construction project planning, etc.
• Day-to-day management and supervision of all administrative staff, facilities, and office services employees, including identifying developmental opportunities and providing feedback, approving overtime and reports on a daily basis, and approving vacation, personal and scheduled sick days.
• Responsible for planning and execution of all internal office events, including collaborating with the Marketing Department as it relates to client events s (conference room set up, catering, dcor, etc.)
• Maintain overall knowledge of basic software systems such as Workday, EMS, Maptician.
• Audit the online conference room booking system (EMS) for accuracy and provide training to staff.
• Attend seminars and relevant trainings in order to keep current on new leadership skills.
• Participate in monthly meetings with Partners and Office Leadership to discuss improvements or changes in delivery of services and general office support.

Facilities Management

Secretarial Workflow and Assignment Coordination

Office Engagement and Culture Champion

Other Responsibilities

Desired Skills & Qualifications

The ideal candidate will have 7 years of relevant supervisory / managerial experience of law firm setting. Bachelor's degree required.

The anticipated range for this position is :

142,000 - $188,500

Salary : $142,000 - $188,500