What are the responsibilities and job description for the Office Administrator position at The Phoenix Group?
Office Administrator– National Law Firm
Location:
Providence, RI
Employment Type:
Full-Time
Position Overview
We are seeking an experienced Office Administrator to lead and support our administrative team in a dynamic law firm environment. This role provides on-site leadership, ensuring smooth office operations and fostering a collaborative, service-focused culture.
Key Responsibilities
- Lead and guide administrative and operational staff by setting an example of accountability, collaboration, and professional service.
- Supervise local administrative personnel, including legal assistants and office services staff. Provide coaching, performance feedback, and escalate disciplinary matters in coordination with Workplace Operations and HR.
- Evaluate staffing levels and workload distribution, adjusting assignments as needed to meet deadlines and maintain operational efficiency.
- Communicate firm policies, procedures, and updates to staff, ensuring understanding and adherence.
- Identify operational challenges and proactively contribute to problem-solving, both independently and in support of team members.
- Drive engagement and efficiency through process improvements and staff motivation initiatives.
- Track employee absences, leave usage, and coverage needs to maintain appropriate staffing levels.
- Manage daily office schedules, including breaks and rotating coverage, to ensure seamless operations.
- Support talent acquisition efforts by assisting with candidate screening, onboarding, and training in partnership with Operations and HR.
- Oversee organization of physical and digital records, including coordination with external storage providers.
- Assist with planning and execution of internal events, employee programs, and recognition initiatives.
- Manage office logistics and facilities, including reception services, vendor coordination, furniture planning, repairs, maintenance, food services, and expense tracking.
- Perform additional administrative or operational tasks as needed to ensure office effectiveness.
Qualifications & Skills
- Bachelor's degree in business administration, human resources, management, or a related field.
- At least three years of supervisory or people-management experience.
- Prior experience in a legal or professional services.
- Proven ability to manage staff across multiple functions.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Familiarity with document management systems; experience with legal DMS preferred.
- Excellent organizational skills with the ability to handle competing priorities and deadlines.
- High discretion and professionalism when managing confidential information.
- Strong interpersonal and communication skills, both written and verbal, for interactions with attorneys, staff, and external stakeholders.
- Flexibility to adjust working hours as needed, including occasional extended schedules.
Compensation & Benefits
- Competitive salary
- Discretionary bonus, typically 5–10% of salary
- Comprehensive benefits package and professional development opportunities
The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.