Office Administrator

Office Administrator

Hinshaw & Culbertson LLP, a national law firm, currently has an excellent full-time employment opportunity for an Office Administrator in our San Francisco Office. We offer competitive compensation and an excellent benefits package plus a 35 hour work week.

Position Summary:

The Office Administrator is responsible for the day-to-day administration of our San Francisco supporting 20+ attorneys. This position reports to Director of Administration, supervises non-attorney staff and works in partnership with the Firm’s administration in managing Human Resources, Office Services, IT, Marketing, Records and Financial Services functions to ensure efficient office operation.

Essential Functions Include:

1. Responsible for staff recruitment in partnership with the Human Resources Director.
2. Conducts comprehensive New Hire Orientation and on-boarding for staff and attorneys and ensures that new hire paperwork is complete and accurate.
3. Responsible for planning and coordinating secretarial assignments and other administrative staff responsibilities.
4. Manages work flow to identify opportunities to improve efficiencies while maintaining service levels.
5. Coordinates staff attendance for adequate work coverage.
6. Counsels and resolves conflicts resulting from work performance, attendance or other work-related issues.
7. Monitors and approves all overtime and temporary help.
8. Interfaces with the Accounting & Finance Department to maintain monetary records for the office including, trust account reconciliation; credit card reconciliation; issues check requests on an as needed basis; codes and approves vendor invoices.
9. Works with the Billing Department to resolve billing issues as well as keeping Billing department apprised of special set ups for matters and new client guidelines as well as rates for the attorneys and clients.
10. Responsible for assisting with various Aderant reports for Office Partner in Charge to distribute to attorneys regarding missing time, billing memos, accounts receivable information, etc.
11. Assists with billing and collection efforts.
12. Coordinates delivery and set up of all equipment with IT department. Serves as liaison between the local offices and IT department to resolve hardware and software issues, including calls for local warranty support. Assists Training Coordinator in scheduling new hire training and continuing education classes.
13. Works with Office Services Department and Record Department on issues pertaining to renovations and/or office moves, transfer of files due to attorney departures, off-site storage, file destruction and large equipment issues.
14. Coordinates with the Marketing Department on an as needed basis for local seminars and events.
15. Communicates with Building Management regarding building issues and services (cleaning, HVAC, light fixtures, security).
16. Responsible for general office maintenance.
17. Responsible for maintaining proper inventory of all supplies.
18. Coordinates distribution of mail and courier services.
19. Performs special projects as requested by Partner in Charge.

Qualifications and Prior Experience:

1. Bachelor’s degree preferred.
2. Minimum of 3 experience in the management of a law firm office or related skills.
3. Committed to providing high quality service to clients, attorneys and staff.
4. Strong communications, interpersonal and customer service skills and ability to interact effectively and professionally with attorneys, management, staff and external entities including clients of the firm.
5. Must be able to work in a fast-paced environment and balance competing priorities.
6. Problem-solver and team player.
7. Ability to maintain a high degree of confidentiality.
8. Excellent organizational skills and have a high attention to detail.

This job description is intended to describe the general nature and level of the work being performed by employees in this position. It is not intended to be a complete list of all responsibilities, duties, and skills required for this job classification. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.