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Office Administrator
2 months ago
Office Administrator
Company Overview:
Are you passionate about making a tangible impact? Do you thrive in a fast-paced environment where attention to detail is key? At Milestone, we're a team of innovative problem-solvers who are revolutionizing mass tort settlement administration. We champion efficiency, transparency, and education for law firms and their clients after settlement.
Milestone is a high-touch settlement services provider that streamlines mass tort settlement administration through innovative technology while providing bespoke attorney fee deferral services and trauma-informed plaintiff settlement planning.
Named a fastest-growing company by both Inc. 5000 and The Business Journals, Milestone drives all growth toward building a better legal system for the plaintiff. We are committed to pushing the boundaries of excellence and innovation in the legal industry.
Characteristics of a Milestonian:
Yes, we have a name for ourselves. We call ourselves Milestonians, and you’ll often hear our “To the moon” catchphrase shouted in the halls of the office or tacked onto the end of Teams calls. We’re not going to say that we’re a family here (frankly, it’s a little weird when companies say that), but we do consider ourselves to be a tight-knit group, bound by our mutual drive and purpose. As such, Milestonians tend to have the following in common. Milestonians are:
- Dependable. Milestonians lean into each situation and project with a proactive spirit. We anticipate needs, identify challenges before they arise, and step up collectively when it matters most. Curiosity fuels our dependability, prompting us to ask “why” and “how” at every turn. This spirit of innovation and creativity drives us to dig deeper into the details, articulate issues, seek smarter solutions, and deliver effective results.
- Empathetic. Milestonians embrace a people-first approach. Trauma-informed empathy is built into our DNA, making strong interpersonal communication, active listening, and genuine support the cornerstones of every interaction. Milestone celebrates diversity of thought and experience, and Milestonians are empowered to contribute their unique perspective. We care about our clients and seek to understand the nuances of others’ experiences.
- Agile. Milestonians find opportunity in the fluidity of our fast-paced, innovative environment. We are able to multi-task and prioritize within the scope of a given project. Challenges spark resourcefulness, prompting us to think critically and strategically, adapt, iterate, and improve. We prioritize flexibility, readily pivoting when needed to ensure the most efficient path to exceeding expectations.
- Principled. Milestonians champion open communication, treating each other with respect and understanding. Maintaining a healthy work-life balance is encouraged, built on a foundation of trust and accountability. Milestone’s commitment to ethical practices permeates both internal operations, as well as every client interaction.
Characteristics of a Milestone Office Administrator:
In addition to the above, we are looking for a candidate who also uniquely fulfills the specific needs of our Office Administrator role.
Our ideal candidate is a proactive problem solver who thrives on ensuring that everything around them runs smoothly. Whether it's coordinating meetings and travel, organizing important mailings, or even proposing ways to increase operational efficiencies within the office, you're the go-to person for every department in the organization.
Primary Functions & Responsibilities:
- Become Milestone’s resident expert for all things documents and mailings, owning the document creation, editing, and testing processes and ensuring every piece is polished and professionally presented
- Provide complex administrative support on multiple projects at a time
- Collect, review, and analyze complex and/or confidential data and prepare reports, charts, budgets, and other presentation materials
- Respond to or route non-routine or confidential inquiries from both external and internal sources
- Provide administrative and logistical support including meeting arrangement, progress tracking, and documentation on large, complex projects
- Maintain existing systems and develop new systems where necessary
- Assist in the planning and execution of regional and employee engagement events
- Ensure general management of office by overseeing operational efficiency, effective communications, and other strategic and tactical planning
- Manage company facilities, including space planning/design, vendor contracts and relations, and office functions and services
- Maintain conference room calendars and assist with scheduling/coordinating appointments, events, and meetings
- Oversee and coordinate arrangements for in-house meetings for clients, business partners, and employees, including catering
- Assist with setting up AV equipment and conference calls, contacting IT as necessary
- Oversee and achieve organizational goals while maintaining an efficient, productive, and positive office culture and employee experience
- Support hiring managers with new hire onboarding and processing
- Oversee the general cleanliness, good order, and professional appearance/impressions of the office
- Provide administrative support to the human resource function as needed, including record-keeping, file maintenance, and HRIS entry
Requirements & Qualifications:
- Bachelor’s degree preferred
- 3-5 years of experience in an office setting, preferably in a role involving extensive document management
- A Microsoft Office power-user who can create a mail merge with ease and loves a good Excel formula
- Detail-oriented and passionate about maintaining accuracy in all documents
- Strong understanding of templating and integrating multiple technologies into cohesive workflows
- Excellent communication skills, both written and verbal
- Able to work independently and take ownership of tasks, while also being a collaborative team player
- Strong organizational skills
- Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients, and executives
- Proven ability to handle confidential information with discretion
- Outstanding team player willing to help at a moment’s notice and a keen ability to prioritize urgent matters
- The ability to be agile and react quickly to changing priorities
- High attention to detail & administrative skills
- A keen sense of urgency/time management relating to all duties
Job Specs & Details:
- Headquartered in Buffalo, New York
- Hours: Monday – Friday 9am-5pm ET
- Salary commensurate with experience
- 401(k) w/match
- Health, dental, & vision insurance
- Generous paid time off
- Paid maternity/paternity leave
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Milestone is an equal opportunity employer and welcomes candidates from all backgrounds to apply. We are committed to creating a diverse and inclusive workplace.