Office Administrator

About the role

The Office Administrator supports daily office operations and key office initiatives under the direction of the Regional Director of Administration.

Responsibilities

• Supports daily office operations and key office initiatives that enhance operational efficiency and team coordination.
• Manages legal support and office services staff, including assigning and redistributing work, monitoring daily and weekly deliverables, addressing workflow imbalances, and ensuring attorneys and practice teams receive appropriate administrative support.
• Provides full people management for legal support and office support staff, including communication of expectations related to attendance, work quality, responsiveness, workplace behavior, and service standards, providing coaching, performance feedback, corrective action, hiring support, onboarding, development, and ongoing management of employee performance and conduct.
• Manages staffing coverage and work allocation across administrative functions to maintain continuity of service and effective use of staff resources.
• Approves time off requests and schedule changes; approves timecards, review work hours and workload trends, and address discrepancies related to work hours, attendance, and staffing utilization.
• Identifies, documents, and communicates employee concerns, service issues, and operational challenges; addresses and resolves routine matters related to workflow, scheduling, staffing support, and team effectiveness.
• Partners with Human Resources on the recruitment of staff, including interview coordination, candidate logistics, onboarding support, and status changes.
• Affords assistance with onboarding and integrating new attorneys, including coordinating workspace readiness, support assignments, orientation logistics, and cross-functional follow-up.
• Assists with the annual performance evaluation process for assigned staff in accordance with firm guidelines, including documentation and coordination with the Regional Director of Administration and Human Resources on compensation-related inputs.
• Serves as a liaison with building management and external vendors for day-to-day facilities and office service needs, ensuring issues are identified, escalated, and resolved in a timely manner.
• Collaborates with Regional Director of Administration on budget preparation and expense monitoring for the office(s).
• Plans and coordinates office meetings, events, and engagement initiatives, including attorney and staff activities, recognition efforts, and firm programs.
• Identifies opportunities to improve office practices operations, streamline workflows, clarify responsibilities, and strengthen service enhance consistency across support functions.
• Works closely with the Regional Director of Administration and Office Managing Partner to align administrative resources with business priorities and support office operations impacting productivity, culture, and service delivery.

Qualifications

• Education & Professional Background: Bachelor’s degree in Business Administration, Management, or a related field preferred. 7+ years of experience in office administration, operations management, or legal/professional services support, with significant experience in a law firm or comparable professional services environment strongly preferred.
• Operational Leadership & Office Management: Demonstrated experience managing administrative or legal support functions with responsibility for staff leadership, operational execution, and office-level coordination.
• People Leadership & Team Management: Strong comprehensive skills overseeing day-to-day staff performance, including assigning work, monitoring completion, and reinforcing expectations within a defined team structure. Proven ability to deliver ongoing coaching and feedback to address performance concerns and support employee development. Proven ability to coordinate staffing coverage and balance workloads to meet operational needs and maintain consistent support. Sound judgment in addressing routine employee relations matters, escalating more complex issues as appropriate.
• Employee Relations & Judgment: Strong employee relations practices, including performance management, conduct, and workplace expectations. Demonstrated ability to respond to employee concerns with appropriate judgment and within established guidelines. Proven ability to maintain confidentiality and professionalism when handling sensitive employee matters.
• Business Partnership & Stakeholder Management: Strong interpersonal skills building effective working relationships with attorneys, staff, and internal partners. Demonstrated ability to communicate operational needs, priorities, and issues clearly and effectively. Proven commitment to service excellence and responsiveness in supporting a well-functioning office environment.
• Financial, Resource & Operational Support: Strong understanding of office resource management, including supplies, vendors, and administrative processes supporting daily operations. Demonstrated ability to support day-to-day resource needs and escalate concerns as appropriate. Proven awareness of resource usage and its impact on operational effectiveness.
• Communication, Organization & Execution: Strong organizational and time-management skills with the ability to manage multiple priorities and adapt to changing needs. Demonstrated ability to manage administrative details with accuracy and attention to detail while maintaining urgency and a high level of service responsiveness. Proficiency in Microsoft Office Suite and common business software, supporting day-to-day operational needs and communication.