Office Administrator

Wilson Elser - Business & Legal Professionals•Phoenix, AZ

42d

About The Position

Wilson Elser is seeking a highly organized and dependable Office Administrator to lead and support both the operational and legal administrative needs of our Phoenix office. This role combines office management leadership with direct attorney support, making it ideal for someone who enjoys being actively involved in the day-to-day functions of a busy law firm. The successful candidate will be collaborative, detail-oriented, and service-focused. The Office Administrator will be responsible for overseeing a wide range of critical functions, including facilities coordination and vendor relationships, accounting & billing processes, secretarial services, reception and conference planning, mail, messengers and legal records services, and budget planning and management.

Requirements

Minimum of 5+ years of proven experience in law firm administration or management.
Bachelor's degree from an accredited college or university preferred.
Excellent leadership and management skills, with prior direct supervisory responsibilities, with a track record of direct supervisory responsibilities, including the ability to inspire and develop a cohesive and high-performing team across multiple locations.
Proven ability to thrive in a fast-paced environment, responding effectively to evolving priorities and changes.
Strong interpersonal skills with the ability to work collaboratively across all levels of the firm, including professional staff, attorneys, and leadership.
Outstanding written and verbal communication skills.
Highly detail-oriented and organized, with the ability to manage multiple tasks and projects simultaneously.
Basic knowledge of budgeting and accounting principles, with the ability to contribute to financial planning and operational efficiency.
Knowledge of legal terminology, court procedures, and efiling systems
Experience supporting attorneys or legal teams strongly preferred.

Responsibilities

Provide proactive administrative oversight ensuring seamless operations across all areas of the office.
Collaborate with firm departments and senior leadership to ensure firm programs and procedures are effectively and efficiently implemented within the office.
Ensure the ongoing productivity and effectiveness of our professional staff by managing workflows and optimizing the firm’s administrative support services.
Initiate employee onboarding, status changes, and departure processes to maintain a positive and organized employee experience.
Monitor staff attendance, PTO and other absences, and approval of timecards to ensure accurate records and smooth daily operations.
Conduct annual performance evaluations of non-attorney professional staff, driving engagement and professional growth.
Supervise accounting functions including invoicing, check requests, and vendor expense processing, ensuring accuracy and timely handling of all financial matters.
Coordinate general office services with building management and local facilities management services to address general office service needs and maintain a productive work environment.
Develop and manage operational budgets for the office, aligning financial planning with strategic objectives.