Director of Office Administration

Epstein Becker & Green, P.C.•Los Angeles, CA

7d•$200,000 - $220,000

About The Position

The Director of Office Administration oversees office operations, facilities, and administrative functions for Epstein Becker Green’s Los Angeles, Portland, and San Francisco offices. The role manages office budgeting, vendor invoice submission, collections assistance, office services, facilities, supplies, and vendor relationships. It also supervises Legal Assistants, Paralegals, and office operations and facilities support, and provides administrative support to the Firm’s attorneys and business professionals. The Director provides strategic oversight across the offices, improves procedures and service levels, builds effective working relationships, and supports office openings and relocations. The position manages personnel and professional development, vendor relationships, space planning, physical facilities, guest services, security, and disaster preparedness. It develops administrative practices and ensures resources support attorneys and business professionals. The role partners with Finance on office financial plans, monitors and controls operating costs, manages resource allocation, supports work-in-progress review and timely billing and collections, assists with billing issues and outstanding balances, and tracks reimbursement of personal expenses charged to the Firm. Occasional travel to the San Francisco and Portland offices is required. The position includes prolonged periods of sitting at a desk and working on a computer.

Requirements

At least 7–10 years of experience in office management or administrative services.
At least 3–5 years in a supervisory or managerial capacity in a law firm or professional services environment.
Proven experience managing office operations, facilities, and administrative teams within a law firm or similar setting.
Strong leadership and interpersonal skills and the ability to manage a team effectively.
In-depth knowledge of office management, facilities management, and vendor relations.
Exceptional organizational and multitasking abilities and strong attention to detail.
Strong understanding of law firm operations and the needs and challenges of legal professionals.
Proficiency with office software, document management systems, and other office-related technologies, such as Microsoft Office Suite, Google Workspace, and case management systems.
Strong problem-solving and decision-making skills, balancing operational efficiency with Firm goals.
Budgeting and cost-control expertise, with a record of effective expense management.
Ability to meet the physical requirements of prolonged sitting at a desk and working on a computer.

Nice To Haves

A bachelor’s degree in business administration, office management, or a related field is preferred.

Responsibilities

Provide strategic oversight for the Los Angeles, Portland, and San Francisco offices and align operations, facilities, and staff.
Evaluate office procedures and implement improvements to reduce costs, increase productivity, and improve service.
Build effective relationships with attorneys, business professionals, other Office Administrators, and Chiefs.
Assist with planning and executing office openings and relocations, including space setup, furnishings, technology, supplies, vendors, and contractors.
Supervise Legal Assistants, Paralegals, and office operations and facilities support in the Los Angeles and Portland offices; oversee assignments, performance, and development.
Set goals, expectations, and performance standards for business professionals and monitor team performance.
Coach and mentor team members and support their professional development.
Manage vendor relationships, negotiate contracts, oversee service level agreements, and ensure services meet Firm expectations.
Plan office space requirements, layouts, seating arrangements, and conference room setups, including needs of visiting attorneys.
Manage physical space, space planning, relocations, lease negotiations, landlord relationships, mail, reprographics, reception, and food services.
Ensure office environments reflect the Firm’s brand and support client experience; oversee reception, waiting areas, and client meetings.
Oversee office security programs and disaster preparedness efforts.
Develop administrative best practices for document management, correspondence, meeting coordination, and other tasks to streamline workflows.
Align administrative resources with attorney and business professional needs and support daily filing, research, client communications, and scheduling.
Partner with Finance to manage office financial plans and control operating costs and expenditures.
Allocate office supplies, technology, and equipment while avoiding over-purchasing and waste.
Support attorneys in reviewing and managing work in progress to promote timely billing and collections.
Coordinate with attorneys regarding overdue payments and follow up on outstanding collections.
Collaborate with billing to resolve outstanding billing issues and discrepancies.
Coordinate distribution of client statements of account and assist with follow-up on outstanding balances.
Track and follow up on reimbursement of personal expenses charged to the Firm.
Travel occasionally to the San Francisco and Portland offices.