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Legal Office Administrator

3 months ago

Tampa, United States SHUTTS & BOWEN Full time
Job DescriptionJob Description

Shutts & Bowen LLP seeks an Office Administrator for our Tampa and Sarasota offices. The successful candidate will be responsible for both offices' daily operations and administration. In addition, the Office Administrator will work with the Firmwide Office Administrator and Office Managing Partners to identify and plan for the changing needs of the Tampa and Sarasota offices, including strategic planning and contributing to the firm's cost-effective management.

Essential Functions and Responsibilities

  • Liaison with the Office Managing Partner regarding all operations that support client services and the legal staff's needs.
  • Develop and implement efficient office procedures and communications to streamline processes and meet the firm’s needs.
  • Identify opportunities to reduce costs and improve operational efficiencies and propose management solutions.
  • Ensure legal compliance with federal, state, and local employment laws and reporting regulations affecting human resources functions.
  • Monitor and enforce the firm’s practices, policies, and procedures.
  • Recruit, interview, and select non-attorney staff.
  • Coordinate new hire and departure logistics for attorneys and staff.
  • Supervise the workflow and performance of professional staff to ensure the delivery of timely, high-quality administrative services to the attorneys.
  • Provide ongoing performance feedback and manage the annual professional staff performance evaluation, compensation, and bonus process for each office
  • Manage time and attendance for professional staff, including PTO, leaves of absence, and employee coverage.
  • Coordinate all vendor relationships specific to each office.
  • Serve as liaison with the office building’s management team.
  • Plan and coordinate all office events (including monthly attorney meetings, firm picnics, holiday parties, etc.).
  • Support and enforce office emergency policies and procedures.
  • Manage and oversee the office's daily operations to ensure efficient service delivery to all personnel.
  • Oversee general office and facilities maintenance, repairs, and enhancements.
  • Collaborate on space planning, including layout, plan review, and construction management.
  • Travel to the Sarasota office weekly is required.

Job Specifications

  • Knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word).
  • Knowledge of federal, state, and local employment laws and regulations.
  • Strong written and verbal communication skills.
  • Strong leadership and motivational skills.
  • Ability to work under tight deadlines and prioritize responsibilities.
  • Ability to maintain and handle confidential information.
  • Ability to work effectively in a fast-paced environment.

Required Qualifications

  • A Bachelor’s degree and a minimum of seven (7) years of experience in an office manager/legal administrator position, preferably with a law firm of similar size and responsibilities.
  • Proven leadership and management skills and a demonstrated ability to successfully implement ideas and positively impact change.
  • Experience with facilities management, including collaboration on space planning for office buildouts, layout, plan review, and construction management.
  • Strong communication (written and verbal), problem-solving, leadership, and diplomacy skills that allow for successful interactions with attorneys, professional staff, and vendors regularly.
  • Excellent organizational and project management skills.

Physical Activity and Requirements

  • Employee must talk and hear. Employees must often sit and use their hands and fingers to handle and feel.
  • The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Vision abilities required by this job include close vision. The employee is subject to indoor environmental conditions, protected from weather conditions but not necessarily from temperature changes.
  • The noise level in the work environment is usually quiet to moderate.

Shutts and Bowen LLP is an equal-opportunity employer.