Director of Office Administration

Lowenstein Sandler•Palo Alto, CA

1d•Hybrid

About The Position

Lowenstein Sandler is a law firm with more than 400 lawyers and 300 business services professionals. The Director of Office Administration manages business services staff, office services, and facilities in the Palo Alto and San Francisco offices, and provides oversight of the Utah office. This hands-on generalist oversees office operations, human resources coordination, finance and billing support, facilities, and technology needs in partnership with outside vendors and firm leadership. The role works directly with the Office Managing Partner and firm Partners and Directors on strategic and daily operational matters and reports to the Director of Operations. The position directs day-to-day office operations, with an emphasis on business services staff management, development, and facilities operations. It serves as a primary liaison between attorneys and staff and works closely with HR, finance, IT, and other service providers. The Director is responsible for financial planning and controls, personnel administration, systems, physical facilities, anticipating changing office needs, contributing to strategic planning and practice management with firm leadership, and supporting cost-effective firm management. The position is based in Palo Alto, California, on a hybrid schedule. Travel to San Francisco at least four times per month and quarterly trips to Utah are required. The full-time schedule is Monday through Friday, 9:00 AM to 5:30 PM PT. The expected salary range is $225,000 to $275,000, with exact compensation based on qualifications and location.

Requirements

Associate’s or Bachelor’s degree required.
At least 8 years of relevant experience.
Experience managing people and teams in a professional services environment.
Experience with budgeting, billing support, and inventory management.
Excellent oral and written communication skills.
Excellent analytical and sound decision-making skills.
Client-service orientation and excellent interpersonal skills.
Strong organizational skills and ability to prioritize and work independently.
Working knowledge of PC technology, including Microsoft Office Suite and standard practice management and billing software.
Travel to San Francisco at least four times per month and quarterly travel to Utah.

Nice To Haves

A degree in Business Administration, Management, Human Resources, or a related field.
Recent experience as an Office Administrator, Office Manager, or in a comparable management role within a law firm or professional services environment.
SHRM-CP, SHRM-SCP, PHR, or SPHR certification.

Responsibilities

Direct the day-to-day operations of the offices, emphasizing non-attorney staff management, development, and facilities operations.
Manage facilities, reception, secretarial, and administrative support staff, including recruiting, selection, training and development, performance evaluation, salary administration, employee relations, motivation, counseling, discipline, job design, and resource allocation.
Foster a cooperative and harmonious working environment focused on excellent client service and improved operating efficiency.
Manage facilities, including space planning and design, purchasing and inventory control, records storage, reception and switchboard services, telecommunications, and general office services.
Coordinate and negotiate with vendors and landlords, and ensure compliance with safety and security procedures.
Plan, forecast, and budget office expenditures and capital improvements; manage local banking relationships, local tax reporting, accounts payable, and other financial functions.
Supervise and manage billing workflows, adherence to client and firm policies, billing and accrual deadlines, special billing requirements, and rates.
Facilitate timely client billing by liaising among partners, the local billing specialist, and the Client Accounting Group.
Conduct strategic and tactical planning, risk management, quality control, organizational development, and other general management functions.
Assess firm processes to support accuracy, efficiency, and cost-effectiveness.
Handle orientation and onboarding of new personnel and assist with recruiting for business services roles.
Serve as the primary liaison between attorneys and staff and work with HR, finance, IT, and other service providers.
Identify and plan for changing office needs; share responsibility with firm leadership for strategic planning and practice management, and contribute to cost-effective management throughout the firm.
Perform other duties and responsibilities as required or requested.