Office Administrator

Boston, MA, USA

Job Type

Full-time

About the Role

A nationwide law firm is seeking an experienced, full-time Office Administrator for their Boston office.


Essential Functions include acting as a strategic partner to the Managing Principal and assisting with strategic and tactical initiatives. This person will work collaboratively with Managing Principal and staff to oversee billing, budgeting, IT, facilities planning, HR and information services  in the Boston and Portsmouth, NH offices. They will also prepare capital and operating budgets and monitor expenses and support all Firm policies and procedures.

Duties and Requirements

  • Manage day to day office operations enabling Managing Principal to  focus on practice and business development in Boston and Portsmouth, NH  offices.

  • Recruitment of staff including internal and external  job postings, agency engagement, making offers of employment for all  staff positions.

  • Onboarding, orientation and training of staff in both offices.

  • Off-boarding of terminated employees.

  • Supervise secretarial and other support staff.

  • Coordinate the annual evaluation and compensation process for attorneys  and staff and conduct interim evaluations for new support staff.

  • Manage employee relations issues in the office.

  • Make recommendations for staff assignments to attorneys.

  • Monitor staff attendance, vacations, and other absences from the office and approves timecards.

  • Manage support staff workflow and the mail/supply operation for optimum efficiency.

  • Resolve general staff issues, including disputes and appropriate disciplinary procedures.

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

  • Work with various departments to coordinate logistics of staff training.

  • Partner with Facilities on office renovations and maintenance.

  • Support local marketing and training events to promote firm objectives.

  • Perform basic accounting tasks including Accounts Payable, invoicing and writing checks.

  • Perform other administrative duties as assigned.


Qualifications/Skills Required


  • Minimum 5-8 years of law firm administration 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.

  • Regular travel to offices required.

  • Ability to manage staff effectively across multiple locations.

  • Ability to work in a very 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.

  • Skilled in NetDocs document management and Aderant billing system a plus.


Educational Requirements


  • Undergraduate degree required; advanced degree preferred.

Salary

$85,000.00 - $110,000.00 per year