HR and Office Administrator

Key Responsibilities

• Manage full-cycle recruitment for legal, administrative, and operations roles (job postings, screening, phone screens, coordination with managers, interview scheduling).
• Maintain and optimize the Applicant Tracking System (ATS), ensuring accurate candidate data and timely status updates.
• Conduct initial candidate assessments and recommend qualified candidates to hiring teams.
• Cover interviews, follow-up communication, reference checks, and offer logistics.
• Develop skills-based competency tests for applicants.
• Partner with the BOM to assess staffing needs and hiring timelines.
• Support employer branding efforts, including posting roles across multiple platforms and managing candidate engagement.
• Aid in onboarding, orientation, I-9 completion, and new hire documentation.
• Support the BOM in time and attendance, payroll, and benefits.
• Ensure compliance with California employment laws.
• Oversee onboarding, orientation, and documentation for new hires.
• Support the BOM in training and development programs to support continuous team upskilling and competency using the LMS.
• Draft and circulate internal memos (policy updates, events, compliance reminders).
• Coordinate staff events, recognition programs, and morale initiatives.

Office Administration Reporting & Analytics

• Pull and prepare operational, HR, and performance-based reports from internal systems.
• Monitor employee workload, case flow, and productivity metrics using case management and reporting tools.
• Identify performance trends, bottlenecks, and opportunities for process improvement.
• Maintain and oversee dashboards used by leadership to assess team performance and organizational health.

LMS Management

• Administer the Learning Management System (LMS), ensuring content accuracy, enrollment, tracking completions, and reporting on training compliance.
• Upload, update, and organize training modules, SCORM files, and internal content.
• Support the BOM and department leads with training coordination and competency tracking.

Vendor & Facilities Coordination

• Manage vendor relationships, including contracts, renewals, and service performance.
• Cook up building maintenance, office supplies, equipment servicing, and general facility operations.
• Ensure timely invoice processing and expense tracking for all office-related vendors.

Employee Support & Office Leadership

• Provide day-to-day support to employees and help resolve administrative or operational issues.
• Aid the BOM with employee management tasks including performance tracking, corrective follow-up, accountability support, and record-keeping.
• Draft internal communications such as memos, updates, reminders, and policy notices.
• Supervise inventory levels and coordinate the procurement of office and building supplies.
• Help the BOM maintain, troubleshoot, and ensure optimal functioning of legal case management software and portals.
• Plan staff meetings, events, recognition initiatives, and culture-building activities.

Systems, Data Hygiene & Compliance

• Check for missing fields or incorrect entries in case management and HR systems.
• Maintain standard operating templates (letters, discovery responses, onboarding checklists).
• Maintain clean, accurate data in case management, HR, ATS, LMS, and internal systems.
• Ensure compliance with California employment laws and internal policies.
• Manage calendars, including scheduling of firm-wide meetings, interviews, training sessions, deadline monitoring, and client appointments, while coordinating attorney availability and resource allocation.
• Help enforce data-governance practices (confidentiality, role-based access, retention) across Ops/HR systems, support audit readiness.