The Office Administrator is responsible for administering all local functions and services in support of the attorneys in the Palo Alto office. This includes facility maintenance and operations; hire, training and supervision of secretarial and support personnel; event and function planning; accounting and budgeting; vendor relationships and payments.
The Office Administrator will coordinate with the firm’s centralized functions, including Talent Management and Human Resources, Finance, IT, Business Development, Security, and Practice Economics Departments.
The Office Administrator will report to the Chief Operating Officer and local Office Managing Partner. All secretarial, para-professional staff and department supervisors report to the Office Administrator, other than for those functions under the supervision of a Partner or Chief.
The Office Administrator will:
- Oversee and direct all management functions and department responsibilities for the office including human resources, administrative support, facilities, file room, financial management, information systems, and business development.
- Act as liaison for the Office Managing Partner in regard to office issues.
- Assist in the preparation of the Firm’s operating budget for the Palo Alto office, making recommendations for cost efficiencies, capital expenditures and operational needs. Also responsible for administration of petty cash and local banking needs.
- Build and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being provided.
- Develop and maintain property management relationships; liaise with building personnel to ensure high standards for office cleaning, maintenance, security and support.
- Coordinate with TM/HR in the recruiting, hire and orientation of attorneys and staff.
- Participate in ADA, workers’ compensation and unemployment issues; soliciting employee feedback; attending hearings; providing necessary date and reporting.
- Propose and conduct disciplinary and counseling meetings; develop performance improvement plans; assess training needs and propose development opportunities.
- Assist TM/HR with annual processes, including evaluations, open enrollment, salary reviews, profit sharing, bonus recommendations and payments.
- Evaluate non-attorney staffing requirements and make recommendations in coordination with practice group leaders, supervising attorneys, and Chief Operating Officer.
- Optimize utilization of existing secretarial and office staff to meet attorney needs; coordinate and authorize all staff time off; review and approve timesheets.
- Responsible for coordinating prompt response to emergency facility and staffing issues, including fire life safety and CPR training; maintaining updated evacuation and safety procedures; contributing to firm’s disaster recovery planning.
- Recommend improvements to existing systems and procedures to ensure efficient and cost effective use of staffing, equipment and software.
- Organize and conduct staff and departmental meetings as needed; assist with partner and practice group retreats; responsible for all office social events and functions.
- A minimum of five years of progressive management experience overseeing the daily operation and administration of a professional office environment, preferably in legal or other professional services industry;
- Ability to interact and communicate with all levels of professionals, management and staff, demonstrating the ability to elicit cooperation, teamwork and service in a fast-paced environment;
- Excellent administrative and organizational skills, with proven ability to produce results and meet deadlines;
- Fundamental knowledge and experience managing operational departments such as marketing, finance, human resources, technology, facilities, etc;
- College degree from a recognized institution with major coursework in business administration, management, finance, human resources, technology, marketing, law, or related field. Substantial and relevant work experience may be substituted for college degree.
Compensation: An attractive compensation package, tailored to experience.