Office Administrator

Essential Job Functions

• Human Resources Management:
  • Working with Human Resources, responsible for recruitment and selection of professional staff employees.
  • Responsible for the orientation, training, and development of professional staff.
  • Provides support and assistance related to attorney recruitment, including orientation and integration of attorneys.
  • Carefully manages the staff performance evaluation process for the respective office.
  • Manages employee relations efforts including motivation, recognition, counseling, discipline, and terminations in conjunction with Human Resources.
  • Ensures collection and submission of all personnel data records and performance/employment documentation.
• Financial Management:
  • Coordinates annual budget formulation of operating and capital expense budgets.
  • Manages budget variance analysis and cost control.
  • Aids with client accounting including collections, tracking and reporting hours, billings, accounts receivable, cash receipts, and related data, from firm to invoice level.
  • Responsible for check approval; vendor invoice payments, assistance with banking and trust accounting issues.
  • Works with Procurement to negotiate vendor contracts.
• Facilities Management:
  • Working with Operations leadership, coordinates office lease, design, construction, renovation, maintenance, and moves.
  • Manages administrative services including reception, mail, fax, supplies, and messengers.
  • Collaborates with landlord/tenant related to building issues, and communications.
  • Provides oversight of the maintenance of the physical location, and FFE, owned or leased.
  • Provides oversight of inventory control of physical assets, including furniture, library inventory, records, etc.
  • Ensures a safe and healthy working environment for all personnel and visitors.
  • Collaborates with Operations, coordinates and monitors security procedures and equipment.
• General Administration:
  • Local level policies and procedures interpretation and implementation.
  • Information management including automation, records administration, and telecommunications.
  • Identifies and analyzes issues and changes in human resources, financial management, operations and management.

Required Knowledge/Skills

• A bachelor’s degree in a related field.
• Minimum of 5 years of administrative, supervisory/management experience; Preferably in a legal or professional services environment.
• Must possess excellent communication skills and be able to communicate effectively at all levels of firm’s structure.
• Availability to work scheduled hours and additional hours as required by business needs.
• Computer proficiency and technical aptitude with the ability to use Microsoft products.
• Proven analytical and problem-solving abilities.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Ability to present ideas in business-friendly and user-friendly language.
• Highly self-motivated and directed.
• Keen attention to detail.
• Team-oriented and skilled in working within a collaborative environment.
• Strong analytical skills and ability to interpret and communicate data.
• Excellent time management skills and ability to plan and set priorities.
• Must possess leadership abilities necessary to: analyze data and make recommendations, be loyal to the interests of the firm, demonstrate a strong sense of urgency when responding, facilitate a team-player attitude, objectively manage through complex employee relations issues; and possess excellent communication skills.

Preferred

• PHR or SPHR Certification preferred.
• Prior knowledge and experience dealing with Human Resource issues strongly preferred.

Benefits

• This is a full-time, regular position with a multi-faceted health benefit package including medical, dental, and vision.
• The firm also offers life insurance, short-term disability plans and retirement plans in addition to holidays and paid time off.

Pay Range

The firm offers hybrid work schedules combining in-office work days as well as remote work days. The pay range for this position in New York only is $131,400 - $197,000 annually.

About the Role

Kilpatrick Townsend a large international law firm, is seeking an Office Administrator for our New York office. This position will be part of our team of attorneys and professional staff providing a high level of service to internal and external clients. The Office Administrator is responsible for the overall administrative management of the assigned office overseeing human resources, facility operations, and general administrative management of the office. This position supports attorneys and staff in the respective office. This role works closely with the Human Resources Department to interpret and implement firm policies and procedures appropriately, as well as work closely with other directors and managers to ensure the firm’s vision and values are achieved.

Schedule

The firm offers hybrid work schedules combining in-office work days as well as remote work days.

Qualifications

None specified beyond the minimum requirements listed above.