What are the responsibilities and job description for the Office Administrator position at SourcePro Search?
SourcePro Search is conducting a search for an Office Administrator for a large national law firm to be based in New York.
The ideal candidate will be responsible for the overall operations of the office. This includes, but is not limited to, responsibility for financial planning and controls, billing and collections, personnel administration, office morale, systems and physical facilities. The Office Administrator works with the appropriate partners and national departments to plan for the changing needs of the organization and contributes to cost-effective management throughout the organization. Working within the Firm’s management structure, (e.g., national, office, practice), the Office Administrator is responsible for coordinating across offices and/or across practices.
Financial Management: Preparation of annual budget, variance analysis, profitability analysis and other appropriate analysis. Responsible for monitoring expenses and revenues. Approve all invoices before submission to the National Finance Department for payment. Oversee and take an active role in addressing billing and collections.
Systems Management: Work with local and national Information Technology staff to ensure that the information technology needs of lawyers (including needs of visiting attorneys from other offices) and staff are being met. Coordinate IT training for new staff as well as skills maintenance for existing staff. Monitor usage of equipment for inappropriate use. Ensure that the Firm’s national technology standards, policies and procedures are being implemented at the local office level.
Facilities Management: Responsible for all aspects of managing the physical space, including space planning (including needs of visiting attorneys from other offices), office relocation, lease negotiation, mail, reprographics, reception and food services. Act as liaison with landlord and contractors. Analyze bids and negotiate with vendors. Ensure effectiveness of office security programs and office disaster preparedness efforts.
Strategic Leadership: Provide overall strategic and tactical leadership to ensure all office functions and personnel are aligned in providing seamless client service and responsive support. Provide leadership in addressing current and anticipated needs by developing and deploying effective solutions. Provide business management insight and operational advice and expertise. Develop strong, helpful and healthy relationships with all attorneys and staff in the office, other Office Administrators and national staff operating throughout the firm.
The ideal candidate will be responsible for the overall operations of the office. This includes, but is not limited to, responsibility for financial planning and controls, billing and collections, personnel administration, office morale, systems and physical facilities. The Office Administrator works with the appropriate partners and national departments to plan for the changing needs of the organization and contributes to cost-effective management throughout the organization. Working within the Firm’s management structure, (e.g., national, office, practice), the Office Administrator is responsible for coordinating across offices and/or across practices.
What You'll Do:
Human Resources: Responsible for recruiting, onboarding, training and development, performance evaluation, salary administration, employee relations, motivation, disciplining, discharging, benefits administration, workers’ compensation, personnel data systems, job design, resource allocation and other human resource management functions for the legal and support staff for the office. Responsible for addressing any issues of office morale in order to promote a positive and efficient work environment.Financial Management: Preparation of annual budget, variance analysis, profitability analysis and other appropriate analysis. Responsible for monitoring expenses and revenues. Approve all invoices before submission to the National Finance Department for payment. Oversee and take an active role in addressing billing and collections.
Systems Management: Work with local and national Information Technology staff to ensure that the information technology needs of lawyers (including needs of visiting attorneys from other offices) and staff are being met. Coordinate IT training for new staff as well as skills maintenance for existing staff. Monitor usage of equipment for inappropriate use. Ensure that the Firm’s national technology standards, policies and procedures are being implemented at the local office level.
Facilities Management: Responsible for all aspects of managing the physical space, including space planning (including needs of visiting attorneys from other offices), office relocation, lease negotiation, mail, reprographics, reception and food services. Act as liaison with landlord and contractors. Analyze bids and negotiate with vendors. Ensure effectiveness of office security programs and office disaster preparedness efforts.
Strategic Leadership: Provide overall strategic and tactical leadership to ensure all office functions and personnel are aligned in providing seamless client service and responsive support. Provide leadership in addressing current and anticipated needs by developing and deploying effective solutions. Provide business management insight and operational advice and expertise. Develop strong, helpful and healthy relationships with all attorneys and staff in the office, other Office Administrators and national staff operating throughout the firm.
What You'll Bring:
- Graduation from a recognized college or university with major course work in business administration, management, finance, human resources, technology or marketing preferred. Will consider individuals with comparable work experience.
- Supervisory experience a must. Experience in a law firm, corporate legal department or comparable service industry.
- Knowledge of legal or other professional service organizations and experience managing business operations such as human resources, facilities, finance and marketing.
- Ability to identify and analyze complex issues and problems in human resources, financial management, facilities, technology and general operations. Ability to recommend and implement solutions.
- Ability and desire to proactively own problems and see them to resolution from start to finish.
- Ability to manage office functions professionally, economically and efficiently.
- Familiarity with computer networks, personal computer applications and computerized support tools. Have a strong understanding of technology implementation and support needs.
- Strong leadership skills. Strong organizational and time management skills, including the ability to organize self and others. Excellent written and oral communication skills. Ability to work and communicate effectively with a wide range of people in a team setting. Proven skills in conflict resolution and decision making under time constraints.