Office Administrator

2 weeks ago

Tampa, United States RumbergerKirk Full time

Are you ready to step into an exciting role? Our Florida-based regional law firm is seeking an Office Administrator to join our Tampa management team. You'll be at the forefront of hiring and guiding our non-attorney staff, while ensuring smooth operations for our office, facilities, and equipment. We're searching for someone with natural leadership qualities and a passion for teamwork. Excellent communication and organizational skills are a must, along with a solid understanding of EEO and employment laws. If you have a Bachelor’s Degree and at least 5 years of Operations/HR experience, especially in a legal setting, we'd love to hear from you



Responsibilities:

Personnel Management:

  • Supervises non-exempt staff personnel.
  • Projects and anticipates personnel needs. Recruits, screens, tests and hires personnel. Administers periodic staff performance reviews including making recommendations for salary adjustments and bonuses.
  • Responsible for employee orientation, development and training including firm policies and procedures. Schedules training for all new hires, including attorneys.
  • Ensures that the workloads are equitable and prioritized fairly. Monitors the use of PTO by support staff and ensures coverage during staff absences. Monitors work hour schedules, lunch hours, and overtime.
  • Counsels support staff with the concurrence of the Director of Human Resources. Prepares and delivers disciplinary notices and performance improvement plans. For serious situations, decisions will include the office Administrative Partner, and for terminable offenses, the COO and Managing Partner must be consulted.
  • Assists with the planning and execution of office events and functions.
  • Ensures all office/attorney licensing requirements are met for the Orlando and Tampa offices.


Operations:

  • Evaluates the office(s) needs and recommends plans for improving efficiency, use of technology, implementing trends in the legal industry, etc.
  • Ensures office supplies and forms are purchased within the limits of the firm’s budget.
  • Assists in the preparation of the annual budget under the direction of the Chief Operating Officer and Director of Finance.
  • Plans seating arrangements, sets-up new offices, moves employee seating assignments as necessary.
  • Plans and executes office events and functions.
  • Responsible for file systems and procedures and offsite storage of the offices.
  • Reviews and approves monthly vendor invoices.
  • Responsible for file systems and procedures and offsite storage of the office.
  • Ensures that Office Services personnel keep common areas (reception, conference rooms, copy/supply rooms, kitchens) clean and organized and that offices and work spaces are prepared for new hires.
  • Manages the messenger, mail, and delivery services for the offices.
  • Maintains facilities (i.e. marble/stone floor care, carpet cleaning, lighting, etc.); Works with building management regarding facility issues.
  • Works with the Chief Operating Officer on building construction, renovations, and office moves.
  • Assists the Chief Operating Officer with furniture selection and purchase; arranges for furniture repair; coordinates moving of furniture; makes arrangements for discarding/donating old items.



Qualifications


Education/Certification: Thorough understanding of administration, facilities management, human resources and purchasing as normally acquired through a Bachelor’s degree in business administration, human resources management or a closely related field or the equivalent experience.


Skills/Abilities: Ability to identify and analyze issues and problems and to recommend and implement solutions. Interpersonal skills necessary in order to maintain effective relationships with management and staff in person, by e-mail and by telephone; to manage staff, facilitate individual and group meetings dealing with the law office operation. Work occasionally requires a high level of mental effort and strain when performing essential duties. Must be able to perform the essential duties of the position with time constraints, interruptions, and stressed attorneys and staff. Ability to travel occasionally. Work requires more than 40 hours per week.


Experience Required: 5 -7 years of progressively responsible work experience with legal or other professional service organizations in order to gain experience in managing business operations including planning, human resources and purchasing functions.

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