Law Firm Office Administrator - R.L. Barclay & Associates

Essential Duties and Responsibilities:

Leadership

• Establishes a leadership presence that embodies our Firm’s Service Excellence Standards, incorporating change management as part of the forward thinking culture of the office.
• Embraces, supports and drives innovation and change in accordance with industry and firm initiatives.
• Collaborates with senior leadership colleagues on firmwide initiatives aimed at the continuous pursuit of delivering on the firm’s brand promise to help our clients achieve their most important business goals.
• Supports projects and programs in the office to include IT projects, HR and client events, etc. Participates in and/or leads focus groups in facilitating rollouts.
• Actively teams with the firm's leaders regarding the state of the office in a collaborative and strategic manner.
• Performs other duties and responsibilities as assigned.

Human Resources

• Creates an environment which promotes high morale and encourages staff productivity, efficiency and motivation.
• Provides Human Resources management on recurring events to include secretarial assignments, new employee orientation, performance evaluations, and compensation planning processes for staff.
• Delivers consistent and timely direction and leadership to staff on projects and assignments.
• Conducts regular staff and administrative meetings.
• Oversees the office’s staff recruiting efforts to identify and hire top-tier candidates that will directly contribute to the firm’s growth and business development goals.

Operations and Facilities

• Directs, manages and oversees the daily operations of the office to ensure efficient delivery of services to all personnel.
• Collaborates on space planning to include layout, plan review, construction RFPs and construction management. Works with firmwide departments regarding the purchase of office furniture, furnishings and equipment as necessary. May serve as liaison to building management and engineering.
• Partners with operations management to monitor outsourced services such as mail/copy/fax, and assures that service needs are met.

Administrative and Support

• Oversees Assistants and Office Services professionals to ensure the delivery of timely, high quality administrative services to our attorneys and staff.
• Maintains and actively manages headcount, identifying opportunities to improve efficiency while maintaining service levels.

Financial Planning

• Prepares, analyzes and maintains accurate operating and capital budgets for all areas of responsibility.
• Reviews budgets, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget and prepares variance analyses and explanations when necessary.
• Partners with the Office Head for practice management responsibilities.
• Leads the efforts towards appropriate expense management throughout the office.

Knowledge, Skills and Experience:

• A minimum of 5 years’ experience as an Office Administrator or senior-level business manager in a law firm setting.
• Demonstrated track record of progressive human resources or administrative management success with growing organizations.
• Proven leadership and management skills and a demonstrated ability to successfully implement ideas and positively impact change.
• Experience with facilities management to include design, construction, contract negotiations and project management a plus.
• Knowledge of basic accounting principles, to include budget management, required.
• Strong communication (written and verbal), problem solving, leadership and diplomacy skills that allow for successful interactions with attorneys, staff and vendors on a regular basis.
• Strong relationship and team-building skills.
• Excellent organizational and project management skills.
• Ability to make sound business decisions.
• Working knowledge of Microsoft Office Suite.
• A Bachelor’s degree is highly preferred.
• Outstanding relationship-building skills with the ability to collaborate equally well with senior administrative managers and staff, partners and associates across the Firm.