Office Administrator

2 weeks ago

Iselin, New Jersey, United States Lucosky Brookman LLP Full time
Job Overview

Position Summary: The Office Administrator will deliver extensive administrative assistance to the Operations and Human Resources divisions. This position encompasses a range of responsibilities, from organizing office functions to supporting HR activities, ensuring the effective and efficient operation of the firm's daily activities. The ideal candidate will possess exceptional organizational skills, a proactive mindset, and the capability to manage multiple tasks simultaneously. This role is crucial for maintaining seamless office operations and providing outstanding support to our attorneys, staff, and clients.

Key Responsibilities:

  1. Administrative Assistance:
  • Support daily administrative functions, including responding to phone inquiries, arranging meetings, and overseeing office supplies.
  • Draft, revise, and format documents, reports, and presentations.
  • Manage incoming and outgoing communications, including mail, email, and courier services.
  • Organize travel plans and itineraries for attorneys and staff as necessary.

Operational Support:

  • Assist in coordinating office maintenance and facility management.
  • Support the establishment and upkeep of office policies and procedures.
  • Help organize firm meetings and training sessions.
  • Oversee the expense tracking process, including credit card reconciliations.
  • Conduct research on new technologies/software, initiate preliminary steps (e.g., calls, demonstrations), and present findings.

Human Resources Assistance:

  • Support the recruitment process, including posting job vacancies, scheduling interviews, maintaining the applicant tracking system, and liaising with candidates.
  • Assist in preparing and managing employee onboarding and orientation materials.
  • Maintain employee records, ensuring accuracy and confidentiality.
  • Support HR initiatives and programs, such as employee engagement activities, training and development, and performance management.
  • Assist with benefits administration and payroll processing as required.

Communication and Coordination:

  • Act as a liaison between departments, employees, and external parties.
  • Facilitate effective communication within the firm, ensuring timely and accurate dissemination of important information.

Special Projects:

  • Provide assistance for internal audits and compliance efforts.
  • Support special projects and initiatives as assigned.

Qualifications:

  • High school diploma or equivalent; an Associate's or Bachelor's degree is preferred but not mandatory.
  • Demonstrated experience as an administrative assistant or in a similar role.
  • Proficiency in MS Office (particularly MS Excel, MS Word, and MS PowerPoint).
  • Excellent organizational and multitasking capabilities.
  • Strong written and verbal communication skills.
  • Ability to maintain confidentiality and manage sensitive information.
  • Meticulous attention to detail and problem-solving abilities.
  • Experience in a law firm or professional services environment is preferred but not essential.

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