Office Administrator

Office Administrator (OA) Job Summary   

Work directly with the Office Managing Principal (OMP) to provide oversight of daily operations and administration within the office(s). Additionally, work with the Senior Managers of Office Administration, Director of Office Administration, Senior Director of Operations, and various department leaders as needed to drive firm initiatives.  

This role will support the following offices: Orange County and Riverside and will be primarily based out of the Orange County office. 

Reports to: 

Director of Office Administration 

Essential Functions  

• Office Operations and Management  

• Manage day-to-day office operations enabling Office Managing Principal (OMP) to focus on practice and business development. Assist with strategic and tactical initiatives.  

• Work collaboratively with Office Managing Principal (OMP) oversee day to day office management 

• Support and adhere to all firm policies and procedures  

• Review office expense reports and office general ledgers on a monthly basis to monitor expenses and track adherence to approved budget 

• Directly manage legal secretaries, paralegals, office services and other support staff. Mentor and help develop skills required of these roles. 

• Closely monitor paralegal billables hours and partner with Senior Manager of Legal Operations as needed 

• Coordinate the annual evaluation and compensation process for staff. Conduct midyear evaluations and interim evaluations for new support staff. Assist as needed with the attorney evaluation process. 

• Administration responsibilities including:  

• Recruitment of all staff positions.  

• Onboarding, orientation and training of staff as well as assisting with onboarding of attorneys.  

• Off-boarding of terminated employees 

• Manage office workflow, assess workloads and manage staff assignments. 

• Monitor staff attendance, vacations, and other absences/leaves from the office. 

• Perform timely approval of timecards and monitor all office overtime. 

• Coordinate leaves of absence with HR team. 

• Oversee mail/supply operation for optimum efficiency. 

• Identify staff training opportunities/needs and coordinate logistics of those trainings with internal department leaders  

• Perform other administrative duties as assigned 

• Business Services Collaboration  

• Act as a liaison to IT, Facilities, HR, Marketing and other Business Services departments. 

• Prepare capital and operating budgets in conjunction with relevant finance team members.  

• Assist with implementation of firmwide initiatives – provide insight and feedback to project teams on strategic initiatives, contributing to successful implementations  

• Partner with HR Business Partner as needed to monitor and manage employee relations issues 

• Stay current with Firm technology enhancements/upgrades to act as primary office escalation point of contact.  

• Partner with Facilities on office renovations, relocations, and maintenance  

• Support local Marketing events and Marketing/Business Development Manager 

NOTE: Travel to non-resident offices may be required on a monthly basis.  

Qualifications/Skills Required   

• Minimum 8-10 years of law firm administration and/or relevant management experience.  

• Strong management skills with prior direct supervisory responsibility.  

• Excellent oral and written communications 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 in approaching the administrative office functions.  

• Highly detail oriented and ability to multi-task.  

• Proficient in Microsoft Office Suite (Outlook, Work, Excel, PowerPoint).  

• Basic knowledge of finances and accounting.  

• Prior experience working in a law firm desired.  

• Skilled in NetDocs document management a plus.  

Educational Requirements 

• Undergraduate degree required, advanced degree preferred 

For California, the expected salary range for this position is between $145,000 and $182,500. The actual compensation will be determined based on experience and other factors permitted by law.