Law Office Administrator

4 weeks ago

Tampa, United States Ascension Global Staffing & Executive Search Full time
Job DescriptionJob DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.Ascension Global Staffing & Executive Search is seeking an Office Administrator for our client's form for the 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 cost-effective management of the firm.

Essential Functions And Responsibilities

  • Act as liaison to the Office Managing Partner regarding all operations that support client services and needs of the legal staff.
  • 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 solutions to management.
  • 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 every week 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 to include collaboration on space planning for office buildouts, including 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.

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