Washington, DC

Summary

The Office Administrator (OA) is responsible for the management of business services employees, office services, and facilities in the Washington, D.C. office. Responsibilities include overall operations management of the DC office and partnering with firm wide HR on the recruitment of business services employees, associates and lawyers. The OA will work directly with the Office Administrative Partner, Chief Operating Officer and Chief Human Resources Officer. The OA position reports directly to the Director of Operations.

Essential Job Requirements

Responsible for the overall day-to-day administration of the DC office.
Assist in the preparation of the office operating expense budget and monitor monthly budget vs. actual progress.
Review and approve vendor invoices. Address any invoice discrepancies for resolution.
Direct supervision for the DC office administrative employees which include legal secretaries, facilities, office services, and reception.
Manage the performance management, evaluation and compensation process for the DC office administrative employees.
Manage office moves; engage in planning, design, and disposal of equipment and furniture; manage space planning, relocation, construction, and renovation projects.
Manage the mail/supply operation and ensure that adequate coverage is provided at all times.
Manage the relationship with on-site vendors.
Partner with HR in the recruitment and onboarding process for all DC office administrative positions.
Make recommendations for staffing, including assignments to lawyers and business services employees.
Monitor administrative employee attendance, vacations, and other absences from the office.
Manage coverage for attorneys in the absence of business services employees.
Manage workflow and ensure that timekeeper needs are met.
In coordination with the Office Administrative Partner, assign office space to new employees, including lawyers, paralegals, and business services employees.
Work with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues.
Arrange for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.
Coordinate in-house office moves.
Coordinate disaster and emergency preparedness activities for the DC office.
Manage special functions and social events for DC Office lawyers and business services employees, including practice group meetings, holiday parties, etc.
Assist with special projects as assigned.

Skills, Knowledge, and Abilities

Excellent oral and written communication skills required.
Excellent analytical and sound decision-making skills required.
Experience managing people and teams.
Experience with budgeting and inventory management.
Must be client-service oriented with excellent interpersonal skills.
Strong organizational skills, ability to prioritize and to work independently
Working knowledge of PC computer technology, including Windows and Microsoft Office Suite.

Education, Certifications and/or Experience

Recent law firm experience as an office administrator, office manager or in an equivalent management position in a professional services environment preferred.
College degree required.

Schedule: Core hours are Monday through Friday, 8:30 a.m. to 5:30 p.m., including one hour for lunch, with flexibility for additional hours as needed.

Amount of Travel Required: Limited travel to other east coast offices.

*For candidates meeting the requirements, the expected base salary is $195,000.00-$215,000.00, plus bonus. The range provided is the salary that the firm in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Their benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.

**This job description sets forth current authorities and responsibilities of this position and they may change from time to time as shall be determined by the firm. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.

***The firm is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. They value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

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