Office Administrator

Jackson Lewis P.C.•Austin, TX

12d

About The Position

The Office Administrator provides oversight of daily operations and administration for the Dallas, Austin, and Indianapolis offices. The role works directly with the Office Managing Principal to support office operations and strategic and tactical initiatives, and collaborates with the Director of Office Administration, Senior Director of Operations, and department leaders on firm initiatives. The Office Administrator reports to the Director of Office Administration. The position manages office staff and workflows, supports hiring, onboarding, training, evaluations, and employee relations, and monitors office expenses, budgets, timecards, and overtime. It also coordinates office services and leaves of absence, serves as a liaison to business services teams, supports firmwide initiatives, and partners with Facilities and Marketing on office needs and local events. Travel to offices is required when needed.

Requirements

Minimum 3–5 years of law firm administration and/or relevant experience.
Strong management skills and prior direct supervisory responsibility.
Excellent oral and written communication skills.
Comfort communicating at all levels of an organization.
Strong relationship management skills.
Well-developed and professional interpersonal skills.
Ability to manage staff effectively across multiple locations.
Ability to work in a fast-paced environment and adapt to change.
Innovative and creative approach to administrative office functions.
Highly detail-oriented, with the ability to multitask.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Basic knowledge of finance and accounting.
Undergraduate degree required.
Ability to travel to offices when required.

Nice To Haves

Prior experience working in a law firm is desired.
Skilled in NetDocs document management is a plus.
Advanced degree preferred.

Responsibilities

Manage day-to-day office operations and support the Office Managing Principal with strategic and tactical initiatives.
Work collaboratively with the Office Managing Principal to oversee daily office management and adhere to firm policies and procedures.
Review monthly office expense reports and general ledgers to monitor expenses and adherence to the approved budget.
Directly manage, mentor, and develop legal secretaries, office services personnel, and other support staff.
Coordinate annual staff evaluations and compensation processes, conduct midyear and interim evaluations for new support staff, and assist with attorney evaluations as needed.
Hire, onboard, orient, and train staff, and assist with attorney onboarding.
Manage offboarding of terminated employees.
Manage office workflow, assess workloads, and assign staff work.
Monitor staff attendance, vacations, absences, and leaves; approve timecards promptly and monitor office overtime.
Coordinate leaves of absence with the HR team.
Oversee mail and supply operations for efficiency.
Identify staff training needs and opportunities and coordinate training logistics with internal department leaders.
Perform other administrative duties as assigned.
Act as a liaison to IT, Facilities, HR, Marketing, and other Business Services departments.
Prepare office operating budgets with relevant finance team members.
Assist in implementing firmwide initiatives and provide insight and feedback to project teams.
Partner with the HR Business Partner as needed to monitor and manage employee relations issues.
Stay current with firm technology enhancements and upgrades and serve as the primary office escalation contact.
Partner with Facilities on office renovations, relocations, and maintenance.
Support local Marketing events and the Marketing/Business Development Manager.
Travel to offices when required.