Office Administrator

Barnes & Thornburg LLP•Boston, MA

1d•Onsite

About The Position

Under general supervision and according to established policies and procedures, the Office Manager/Administrator will be responsible for providing the day to day management of and long term strategic planning for administrative functions related to Human Resources, Operations and Facilities, Administration Support, and Financial Planning for the assigned office location.

Requirements

Bachelor’s degree or equivalent required.
Minimum of 5–7 years of experience as an Office Administrator or senior-level business manager, preferably within a legal or professional services environment
Proven track record of progressive success in human resources or administrative management with a growing organization.
Demonstrated leadership and management capabilities, with a strong ability to implement initiatives and drive positive organizational change.
Solid understanding of basic accounting principles and experience with budget management.
Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with attorneys, business professionals, and external vendors.
Excellent organizational, project management, and problem-solving skills.
Strong relationship-building and team leadership abilities.
Demonstrated strong business acumen, judgment and decision-making skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Nice To Haves

Experience in facilities management, including design, construction, contract negotiation, and project oversight, is a plus.

Responsibilities

Ensures fair and consistent implementation of human resources policies and procedures
Compliance with applicable federal, state and local employment laws.
Responsible for full cycle performance management of direct reports, including direct supervision, training, coaching, evaluation, and compensation review.
Partners with Human Resources on direct report employment-based decisions related to promotion, performance improvement, and termination.
Partners with the business professional recruiting team in the full-cycle recruiting of direct reports, including candidate sourcing, interviewing, and hiring.
Assists Legal Recruiting with attorney and legal support staff interview scheduling.
Prepares and maintains business professionals compensation budget.
Implements the Firm’s Policy on Legal Administrative Support and drives the continuous improvement of support staff operational efficiency.
Coordinates office workflow and legal administrative support for legal support staff and attorneys.
Administers and facilitates new hire onboarding
Administers hourly employee time and attendance processes, including the approval of time away requests and the administration and monitoring of electronic worktime recording, approval and submission.
Processes and transmits invoices to accounting for payment on a weekly basis.
Maintains Dayforce update and exceptions and approves time cards for all hourly administrative business professionals on a bi-weekly basis.
Prepares and maintains office operating expense and capital budget
Reviews and analyzes the office budget variance report on a monthly basis providing explanations for discrepancies.
Establishes financial controls and guidelines that optimize cost effectiveness and profitability.
Prepares and submits monthly budget variance report.
Ensures office is impeccably maintained.
Ensures that meeting services and onsite cafes and break rooms are maintained and well supplied.
Manages routine maintenance requests.
Maintains constructive and collaborative working relationship with the office building manager.
Oversees office assignments and internal office restructuring.
Partners with the Firm’s Director of Real Estate Operations and Facilities on space planning, leasehold improvements, and office relocation.
Manages capital projects in partnership with the Office Managing Partner.
Oversees and manages the purchasing, inventory control, and vendor relations for the office(s).
Oversees reception services.
Liaison between the IT staff and employees and ensures that the IT needs of the office are being met.
Responsible for the planning and execution of office engagement events including, but not limited to, annual holiday party, business professional appreciation event, summer outing and attorney party.
Plans, designs, and manages Summer Law School Program activities the office(s).
Coordinates other office events including, but not limited to interoffice social gatherings.
Partners with Client Growth and Marketing in the coordination and execution of client events
Attends monthly Firm meetings and provides updates to the Office Managing Partner and Chief of Staff on matters relating to administration, facilities, and budget.
Attends monthly Firm meetings and updates Office Managing Partner and Chief of Staff on matters relating to staffing, resources, hiring, training, performance issues, and recruiting.
Other duties as assigned and required by the Chief of Staff or Office Managing Partner.