Office Administrator

Patenaude & Felix, APC•San Diego, CA

25d•Onsite

About The Position

Are you an experienced administrative professional looking to take your career to the next level? Patenaude & Felix, APC is seeking a full-time Office Administrator to provide advanced administrative support to our headquarters and CEO. This role offers competitive pay, excellent benefits, and a collaborative work environment where your expertise and contributions are valued. Who We Are Since 1991, Patenaude & Felix, APC has grown into a multi-state civil litigation firm representing Fortune 500 clients across Arizona, California, Nevada, New Mexico, Oregon, Pennsylvania, Washington, and Colorado. Recognized for our professional and ethical standards, we value our dedicated team and are committed to investing in their growth and success. What We Offer Health, dental, vision, and life insurance 401(k) plan with company match Paid time off and company holidays Opportunities for career growth within a well-established multi-state firm Collaborative and engaging team environment Your Role: Key Responsibilities Coordinate contract review and approval processes, maintaining status reports Support corporate governance activities, including subsidiary records, annual filings, and board/committee materials Monitor key deadlines such as contract renewals, compliance filings, and litigation or regulatory timelines Process invoices, track legal spend, and assist with billing matters for outside counsel Prepare presentations, reports, and dashboards summarizing departmental activities Assist with compliance, audit, and risk management initiatives Maintain discretion in handling sensitive legal and business information Provide mentoring or guidance to junior administrative staff Monitor leases, licenses, and onboarding/offboarding of attorneys Coordinate ordering, inventory, and distribution of office and breakroom supplies Maintain office cleanliness, organization, and common areas Liaise with vendors, service providers, and building management Maintain office equipment and coordinate repairs or maintenance Assist with event planning, meetings, and office functions Qualification Education: Paralegal Certification, Legal Studies, or related field Experience: 4–6 years of progressively responsible administrative experience, preferably at least 2 years supporting an in-house legal department or law firm

Requirements

Strong understanding of legal terminology, documents, and corporate processes
Exceptional written and verbal communication skills
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Experience with contract management systems, e-billing platforms, or legal document management software
Excellent organizational skills and attention to detail
Ability to prioritize multiple projects and meet tight deadlines
High level of discretion, professionalism, and sound judgment

Responsibilities

Coordinate contract review and approval processes, maintaining status reports
Support corporate governance activities, including subsidiary records, annual filings, and board/committee materials
Monitor key deadlines such as contract renewals, compliance filings, and litigation or regulatory timelines
Process invoices, track legal spend, and assist with billing matters for outside counsel
Prepare presentations, reports, and dashboards summarizing departmental activities
Assist with compliance, audit, and risk management initiatives
Maintain discretion in handling sensitive legal and business information
Provide mentoring or guidance to junior administrative staff
Monitor leases, licenses, and onboarding/offboarding of attorneys
Coordinate ordering, inventory, and distribution of office and breakroom supplies
Maintain office cleanliness, organization, and common areas
Liaise with vendors, service providers, and building management
Maintain office equipment and coordinate repairs or maintenance
Assist with event planning, meetings, and office functions