Office Administrator

Office Administrator

Seattle, WA

Summary

We have an opening for an Office Administrator who will be responsible for managing Office Services and Facilities for the Seattle office. This position will also manage various projects and duties pertaining to the Facilities of the Seattle office including but not limited to moves, construction projects, ergonomics, and general building and office maintenance. The Office Administrator will handle the coordination of secretarial assignments and daily workflow support needs. In addition, this role will assist the Senior Director of Administration of the San Francisco and Seattle office with the management, mentoring, and training of the Office Services and Facilities staff, ensuring that efficient systems and best practices are implemented. This person must possess a strong understanding of firmwide goals and objectives and will need to effectively communicate and collaborate with other departments and other offices to ensure best practices are implemented.

Responsibilities

Office Services (OS) & Facilities Staff Management

• Oversee the operations of the mail room and reproduction/copy center to ensure proper use of the space and equipment by the mail and reproduction teams and to ensure efficient and effective handling of all outside mail, courier deliveries, faxes, intra-office mail, copy/scan jobs and interoffice communications
• Manage and mentor the catering staff in all aspects of in-house catering, including: researching and recommending caterers and reviewing catering contracts, calendaring and coordinating food service equipment maintenance and recommending and purchasing catering supplies
• Manage the overall maintenance of catering rooms, kitchens and conference rooms to ensure cleanliness, functionality and safety for all employees
• Assist Senior Director with staffing and budgeting recommendations and planning relating to office services, catering, hospitality/reception and copy/mail
• Ensure compliance with all city, state and federal laws, regulations and codes (including OSHA)
• Recommend and establish policies and procedures for the management of various office services processes, procedures and functions, including hours the copy/mail center is staffed, conference room reservations, a how to handle process servers
• Collaborate with the marketing department regarding the coordination of client events, networking events and workshops
• Hire, mentor, train, evaluate and counsel OS staff with input from Human Resources and the Senior Director, as required
• Directly manage the Seattle OS employees and assist with the supervision of non-employee service providers, vendors and/or temporary employees as needed
• Lead regular team meetings to discuss best practices, work on team building and morale and to provide training and mentoring
• Provide OS employees with training opportunities, including safety and injury prevention training on equipment
• Participate in the events committee to plan, organize and orchestrate firm and diversity events
• Participate in firmwide Green Team. Actively research new ways to assist in lowering the firm’s carbon footprint (recycling, composting, etc.)
• Collaborate with the firm’s HR, IT and Accounting departments when necessary to ensure efficient operations
• Report on a regular basis to the Senior Director regarding all areas of responsibility

Office Facilities Management

• Manage moves for the Seattle office, including coordination with various departments and managers, preparation of move maps, checklists, punch lists and acting as liaison with moving contractors, as needed
• Provide project management assistance for construction projects and furniture installation or removal
• Update office maps and report to Senior Director on available offices on a regular basis
• Conduct weekly walk-throughs and prepare punch lists for recommended repairs, cleanings and building maintenance for all areas of the Seattle office
• Manage ergonomic evaluations, coordinating with the Safety/Security Specialist and the Senior Director, and assist with the training of facilities employees regarding ergonomic best practices and procedures
• Develop and implement training modules for facilities staff; assist with new hire facilities orientation
• Mentor and train facilities department staff and provide feedback to Senior Director relating to employees’ performance
• Responsible for the Seattle office Emergency Response Team and Security Efforts
• Supervise the Facilities Team in overseeing the setup and stocking of all new employee offices and workstations
• Work with Senior Director and Safety/Security Specialist to maintain an Emergency Procedures Handbook, wallet cards, maps, lists and orientation materials. Assist with emergency drills

Secretarial Workflow and Assignment Coordination

• Handle the day-to-day secretarial workflow coordination by managing secretarial assignments, daily workflow coverage for secretaries out on PTO (vacation, sick, other) and personnel matters
• Pair secretary with attorney, paralegal, engineer and other coverages based on working style and matching the individuals to achieve successful working relationships
• Partner with the Senior Director of the San Francisco and Seattle office for all secretarial hiring needs
• Collaborate with firm’s Attorney Resource Center (Firmwide Business Center) on support needs

Other Responsibilities

• Work with managers and directors from other offices on collaborative projects
• Coordinate onboarding needs including new hire orientation materials, trainings spaces, and moving/messenger services for new attorney items
• Manage the “onboarding” new hire process; greet new staff and attorneys on first day; conduct tours; assist with collecting and processing new hire paperwork
• Manage Seattle Attorney Recruiting (summer associate program) with the Attorney Recruiting Team and shepherding attorney recruits while in the office
• Manage internal and external office events (such as client events and Seattle Deck Party). Coordinate with Marketing and other teams on hosting external guests in office. Work with Facilities Team to staff the events and coordinate food, A/V, COIs, etc.

Requirements

• Ability to think strategically and innovatively
• Ability to prioritize and handle multiple tasks simultaneously with minimal oversight
• Strong analytical and interpersonal skills
• Professional demeanor and the ability to maintain absolute confidentiality
• Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
• Experience with team building and conflict resolution
• Ability to mentor, effectively supervise, lead, motivate and train staff
• Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat and other applications as may be required
• Excellent written, verbal and organizational skills
• High level of attention to detail and quality control
• Ability to work within tight deadlines and/or in challenging situations
• Reporting to the Sr. Director of Office Administration of San Francisco and Seattle, the ideal candidate will have a minimum of 5-7 years of supervisory and/or project management experience with facilities/office services teams in a professional services industry. Bachelor’s degree is preferred.