Office Administrator

New York, NY

Nations, top, boutique, litigation, law firm seeks an experienced Office Administrator for their midtown Manhattan office of 25 attorneys and 15 staff members. The New York Office Administrator will manage the day-to-day operations of the New York office; supervise the non-exempt staff; and exercise leadership in the training and development of staff and office administrative workflow and processes.

Essential Duties and Responsibilities

The Office Administrator will work under the supervision and guidance of the Executive Director and the Director of Human Resources to manage the New York office in compliance with all Firm policies and procedures. The position is exempt.

• Performs assigned human resources functions for the NY office including, but not limited to: ensures fair and consistent implementation of human resources and Firm policies and procedures, and compliance with applicable federal, state and local laws.
• Performs full cycle recruiting and development of non-exempt staff in coordination with Human Resources.
• Recommends non-exempt annual salary adjustments, performs annual non-exempt staff performance reviews.
• Develops working knowledge of client matters and strategizes on optimum staffing and resources needed.
• Implements Firm policies/procedures, manages office workflow and support for attorneys, and recommends improvements to maximize the operational efficiency of the office.
• Performs all required financial management functions for the NY office including, but not limited to: prepares annual office budget, processes invoices, establishes financial controls to optimize cost effectiveness.
• Performs or manages all required facilities for the NY office including, but not limited to: coordinates and manages necessary maintenance, maintains relationships with the building management, and coordinates any office improvements and office relocations.
• Manages NY office relationships with all office vendors including, but not limited to: administers vendor agreements, oversees purchasing of non-computer purchases, and manages offsite file storage and destruction.
• Assists with attorney recruiting and events as needed by the Employment Committee and Attorney Recruiting Manager.
• Coordinates office events, interoffice social gatherings, and client events in conjunction with the NY partners.
• Performs other related administrative duties for the office as may be required by the Firm.

Experience

• Bachelor’s degree required.
• Five to seven years of law firm experience required with a minimum of three years of progressively responsible supervisory experience.
• Possess excellent leadership skills necessary for effective management, as well as strong interpersonal, organizational, analytical, and communication skills.
• Demonstrates sound judgment and confidentiality in all client and Firm matters.
• Maintains a professional demeanor at all times.  Demonstrates success in fast-paced, complex and challenging environments.  Ability to set goals and actively move towards conclusion.
• Advanced proficiency in Microsoft Office.
• Ability to lift and carry objects weighing up to 40 pounds and ability to retrieve and replace objects from shelves of up to 6 feet high.
• Position requires some evening and weekend hours, and usually requires more than 40 hours per week to perform the essential duties of the position.