Firm Administrator at Jobot
New York, NY 10001
About the Job
Highly Respected National Law Firm seeks Firm/Office Administrator for In-Office NYC role - Great Comp - High Performance Culture
This Jobot Job is hosted by: Kevin Ross
Are you a fit? Easy Apply now by clicking the "Quick Apply" button
and sending us your resume.
Salary: $175,000 - $250,000 per year
A bit about us:
This client is seeking an experienced Office Administrator for our New York office, the second largest within the firm. This role involves managing the daily operations and administrative functions, working closely with office partners, direct reports, and key personnel across the firm to deliver exceptional customer service and support.
Please only apply if you have significant experience managing a large office in a professional services industry. :)
Why join us?
Medical
Dental
Vision
401K
PTO
Bonus
Room for Growth
Job Details
Office Operations & Management:
Liaise with the building landlord and service management to address maintenance needs and security services.
Oversee office operations including facilities, reception, secretaries, and executive assistants, ensuring efficient and effective service.
Handle office maintenance and emergency preparedness plans in line with firm-wide specifications.
Manage all on-site vendors, including contract catering services for various events.
Set up and maintain workspaces, coordinate office moves, and oversee supply areas to ensure adequate stock and efficient order management.
Maintain office pantries and kitchen equipment, ensuring cleanliness and functionality.
Ensure the office environment complies with all relevant laws and regulations.
Lead weekly team meetings to discuss best practices, team building, morale, training, and development.
Manage in-house food and beverage expenses, including catered meals and kitchen supplies.
Maintain budget oversight and process invoices for catering, equipment, and services.
Address and resolve issues related to office space, building procedures, emergency protocols, special events, and construction projects.
Supervise and develop all administrative, facilities, and office services staff, including managing their schedules and approving time off.
Plan and execute internal office events, collaborating with the Marketing Department for client events.
Facilities Management:
Manage office assignment information and field requests for furniture, coordinating with the Senior Director as needed.
Conduct monthly office walk-throughs and recommend repairs and maintenance.
Ensure premises are clean, functional, and safe.
Oversee ergonomic evaluations and coordinate with the Safety/Security Specialist.
Manage building key cards and security program for doors and key cards.
Secretarial Workflow and Assignment Coordination:
Supervise corporate secretaries and executive assistants, managing workflow and assignments based on Practice Management guidelines.
Maintain pairing lists and update information in Workday.
Office Engagement and Culture Champion:
Promote office culture and collaboration, designing initiatives to drive engagement and morale.
Organize events to boost in-office attendance and engagement, and keep remote employees involved.
Analyze office activity data and provide improvement ideas to leadership.
Responsibilities:
Work closely with the NY IT Team and participate in NY Office Committee meetings.
Collaborate with managers and directors from other offices on special projects.
Manage the NY guest apartment, including scheduling, concierge updates, and cleaning coordination.
Assist with onboarding new staff and lateral attorneys.
Respond to general office inquiries and assist with various projects as needed.
Desired Skills & Qualifications:
Professional presence and sound judgment.
Client service focus with excellent leadership skills.
Proactive, resourceful, and a self-starter.
Exceptional time management and multitasking abilities.
Strategic and innovative thinker with strong analytical skills.
Friendly, professional demeanor with a "can-do" attitude.
Ability to maintain confidentiality.
Outstanding customer service and conflict resolution skills.
Experience in team building and staff mentoring.
Proficiency in basic software systems (Workday, EMS, Maptician) and MS Office applications.
Excellent written, verbal, and organizational skills.
High attention to detail and quality control.
7+ years of relevant supervisory/managerial experience in the legal industry or a professional services environment.
Bachelor's degree required.
Interested in hearing more? Easy Apply now by clicking the "Quick Apply" button.
This Jobot Job is hosted by: Kevin Ross
Are you a fit? Easy Apply now by clicking the "Quick Apply" button
and sending us your resume.
Salary: $175,000 - $250,000 per year
A bit about us:
This client is seeking an experienced Office Administrator for our New York office, the second largest within the firm. This role involves managing the daily operations and administrative functions, working closely with office partners, direct reports, and key personnel across the firm to deliver exceptional customer service and support.
Please only apply if you have significant experience managing a large office in a professional services industry. :)
Why join us?
Medical
Dental
Vision
401K
PTO
Bonus
Room for Growth
Job Details
Office Operations & Management:
Liaise with the building landlord and service management to address maintenance needs and security services.
Oversee office operations including facilities, reception, secretaries, and executive assistants, ensuring efficient and effective service.
Handle office maintenance and emergency preparedness plans in line with firm-wide specifications.
Manage all on-site vendors, including contract catering services for various events.
Set up and maintain workspaces, coordinate office moves, and oversee supply areas to ensure adequate stock and efficient order management.
Maintain office pantries and kitchen equipment, ensuring cleanliness and functionality.
Ensure the office environment complies with all relevant laws and regulations.
Lead weekly team meetings to discuss best practices, team building, morale, training, and development.
Manage in-house food and beverage expenses, including catered meals and kitchen supplies.
Maintain budget oversight and process invoices for catering, equipment, and services.
Address and resolve issues related to office space, building procedures, emergency protocols, special events, and construction projects.
Supervise and develop all administrative, facilities, and office services staff, including managing their schedules and approving time off.
Plan and execute internal office events, collaborating with the Marketing Department for client events.
Facilities Management:
Manage office assignment information and field requests for furniture, coordinating with the Senior Director as needed.
Conduct monthly office walk-throughs and recommend repairs and maintenance.
Ensure premises are clean, functional, and safe.
Oversee ergonomic evaluations and coordinate with the Safety/Security Specialist.
Manage building key cards and security program for doors and key cards.
Secretarial Workflow and Assignment Coordination:
Supervise corporate secretaries and executive assistants, managing workflow and assignments based on Practice Management guidelines.
Maintain pairing lists and update information in Workday.
Office Engagement and Culture Champion:
Promote office culture and collaboration, designing initiatives to drive engagement and morale.
Organize events to boost in-office attendance and engagement, and keep remote employees involved.
Analyze office activity data and provide improvement ideas to leadership.
Responsibilities:
Work closely with the NY IT Team and participate in NY Office Committee meetings.
Collaborate with managers and directors from other offices on special projects.
Manage the NY guest apartment, including scheduling, concierge updates, and cleaning coordination.
Assist with onboarding new staff and lateral attorneys.
Respond to general office inquiries and assist with various projects as needed.
Desired Skills & Qualifications:
Professional presence and sound judgment.
Client service focus with excellent leadership skills.
Proactive, resourceful, and a self-starter.
Exceptional time management and multitasking abilities.
Strategic and innovative thinker with strong analytical skills.
Friendly, professional demeanor with a "can-do" attitude.
Ability to maintain confidentiality.
Outstanding customer service and conflict resolution skills.
Experience in team building and staff mentoring.
Proficiency in basic software systems (Workday, EMS, Maptician) and MS Office applications.
Excellent written, verbal, and organizational skills.
High attention to detail and quality control.
7+ years of relevant supervisory/managerial experience in the legal industry or a professional services environment.
Bachelor's degree required.
Interested in hearing more? Easy Apply now by clicking the "Quick Apply" button.
Salary
175,000 - 250,000 /year