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Office Administrator

2 months ago

New Orleans, Louisiana, United States Hinshaw & Culbertson Full time
Job Title: Office Administrator

Hinshaw & Culbertson LLP, a national law firm, is seeking a highly skilled Office Administrator to support our Gulf Coast Region offices in New Orleans or Baton Rouge.

We offer a competitive compensation package and a 35-hour workweek.

Job Summary:

The Office Administrator will be responsible for the day-to-day administration of three offices in the Gulf Coast Region, supporting over 20 attorneys.

This role reports to the Director of Administration and supervises non-attorney staff, working in partnership with the Firm's administration to manage Human Resources, Office Services, IT, Marketing, Records, and Financial Services functions to ensure efficient office operation.

Key Responsibilities:
  • Recruit and onboard staff in partnership with the Human Resources Director.
  • Conduct comprehensive new hire orientations and ensure accurate paperwork.
  • Plan and coordinate secretarial assignments and administrative staff responsibilities.
  • Monitor work flow to identify opportunities for improvement and maintain service levels.
  • Coordinate staff attendance for adequate work coverage.
  • Counsel and resolve conflicts related to work performance, attendance, or other work-related issues.
  • Approve overtime and temporary help.
  • Interface with the Accounting & Finance Department to maintain monetary records, including trust account reconciliation and vendor invoice approval.
  • Work with the Billing Department to resolve billing issues and maintain client guidelines.
  • Assist with Aderant reports and billing efforts.
  • Coordinate equipment delivery and setup with the IT department.
  • Serve as liaison between local offices and IT department for hardware and software issues.
  • Work with Office Services and Record Departments on office moves, file transfers, and equipment issues.
  • Coordinate with the Marketing Department for local seminars and events.
  • Communicate with Building Management regarding building issues and services.
  • Perform general office maintenance and inventory management.
  • Coordinate mail and courier services.
  • Complete special projects as requested by the Partner in Charge.
Requirements:
  • Bachelor's degree preferred.
  • Minimum 3 years of experience in law firm management or related skills.
  • Strong communication, interpersonal, and customer service skills.
  • Ability to work in a fast-paced environment and balance competing priorities.
  • Problem-solving and team player skills.
  • Confidentiality and attention to detail.

This job description is intended to describe the general nature and level of work performed by employees in this position.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.