Office Administrator – Seattle Office

Foster Garvey•Seattle, WA

1d•Onsite

About The Position

Foster Garvey PC is seeking an Office Administrator to lead support services and legal practice support teams in its Seattle office. The role oversees office management and works closely with the Chief People Officer, other Office Administrators, and the Chief Executive Officer. Responsibilities span staff leadership, recruitment and onboarding support, employee development, attorney staffing and workflow, office operations, compliance, budgeting, events, vendors, and facilities. The position also leads the Seattle Office Move Project, coordinating with firm leaders and staff to prepare records and files and return the existing office space to the property manager’s expectations. This is a full-time, exempt, on-site position in the Seattle office, Monday through Friday.

Requirements

At least seven years of progressively responsible experience in legal office administration or other professional services.
At least seven years of supervisory experience, including experience managing teams of 30 or more employees.
Exceptional organizational skills, including the ability to prioritize multiple tasks and anticipate future needs.
Excellent written and verbal communication skills and a commitment to outstanding customer service.
Ability to build strong working relationships across departments and serve as a resource on best practices and procedures.
Strong proficiency with Microsoft Windows, word processing, spreadsheets (Excel), Chrome River, Top Performance, and High Q | Thomson Reuters.
Any satisfactory combination of experience and education will be considered.
Successful completion of a pre-employment background screening is a condition of any job offer.

Nice To Haves

Bachelor’s degree preferred.
Prior experience as a legal assistant or paralegal is highly desirable.
SHRM certification or another HR-related certification is a plus.

Responsibilities

Oversee local support services staff, including Central Support Services, Document Processing, and Facilities.
Oversee legal practice support teams, including Legal Practice Assistants and Project Managers, ensuring staffing needs are met and workflows are efficient.
Support recruitment, hiring, onboarding, and integration of staff under supervision.
Manage performance evaluations and professional development in coordination with Human Resources.
Coach staff, provide feedback, and administer progressive discipline as necessary.
Foster a supportive, collaborative work environment and encourage appropriate staff training and development.
Advocate for staff and help resolve issues between attorneys and support teams.
Establish legal practice support staffing assignments with Practice Group Leaders to ensure teams and attorneys are adequately staffed.
Support attorney hiring and departures and help ensure attorney workflow is adequately staffed.
Communicate with Practice Group Leaders about concerns, future hiring needs, and attorney staffing and workflow feedback.
Coordinate temporary hires and related staffing needs with Human Resources.
Review payroll submissions and track PTO for supervised staff.
Manage leaves of absence, rewards programs, and employee gifts in partnership with Human Resources.
Schedule and facilitate regular staff meetings on legal best practices and Firm-wide updates.
Support Firm-wide administrative initiatives across areas including payroll, benefits, billing, and IT.
Ensure adherence to office policies and applicable state and federal employment laws, including required posters and notices.
Stay current on employment regulations and serve as a resource for staff regarding office policies.
Prepare and manage the Seattle office budget.
Plan and organize employee events and gatherings, including welcome and farewell events, holiday parties, Staff Appreciation Week, attorney dinners, monthly lunches, and social events.
Oversee vendor and subtenant relationships and manage office location assignments in collaboration with Practice Group Leaders.
Work with administrative departments on software and policy implementation as needed.
Lead the Seattle Office Move Project with the CEO and other leaders, including coordinating with the Firm’s Records Manager, attorneys, and LPAs on scanning records and destroying paper files as appropriate.
Work with the Facilities Manager to return the current office space to the property managers’ expectations.
Participate in Firm and local committees, support other Office Administrators with overflow work and leave coverage, and assist with Firm-wide projects.
Attend management team and other relevant meetings.
Perform additional duties and projects as assigned.