Office Administrator

Jackson Lewis•Dallas, TX

10d

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 and collaborates with the Director of Office Administration, Senior Director of Operations, and department leaders to support firm initiatives. The Office Administrator manages office operations, budgets, staffing, employee evaluations, onboarding and offboarding, workflow, attendance, timecards, overtime, supplies, and training. The position also coordinates with Business Services teams including IT, Facilities, HR, Marketing, and Finance; supports employee relations and firmwide initiatives; and serves as the primary office escalation point for technology enhancements and upgrades. Travel to offices may be required.

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 travel to offices when required.
Ability to manage staff effectively across multiple locations.
Ability to work in a fast-paced environment and adapt to changes.
Innovative and creative approach to administrative office functions.
Highly detail-oriented and able to multitask.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Basic knowledge of finance and accounting.
Undergraduate degree 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 so the Office Managing Principal can focus on practice and business development.
Work collaboratively with the Office Managing Principal on daily office management and assist with strategic and tactical initiatives.
Support and adhere to firm policies and procedures.
Review monthly office expense reports and general ledgers to monitor expenses and adherence to approved budgets.
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, and assist with attorney evaluations as needed.
Hire, onboard, orient, and train staff; assist with attorney onboarding; and manage employee offboarding.
Manage office workflow, assess workloads, and assign staff.
Monitor staff attendance, vacations, and other absences or leaves; approve timecards promptly and monitor office overtime.
Coordinate leaves of absence with HR.
Oversee mail and supply operations for efficiency.
Identify staff training needs and coordinate training logistics with internal department leaders.
Liaise with IT, Facilities, HR, Marketing, and other Business Services departments.
Prepare office operating budgets with relevant Finance team members.
Assist with firmwide initiatives by providing insight and feedback to project teams and supporting successful implementation.
Partner with the HR Business Partner as needed to monitor and manage employee relations issues.
Stay current on firm technology enhancements and upgrades and serve as the primary office escalation point of contact.
Partner with Facilities on renovations, relocations, and maintenance.
Support local Marketing events and the Marketing/Business Development Manager.
Perform other administrative duties as assigned.