Office Administrator – Irvine, CA (Orange County)

Manage day-to-day office operations enabling Office Managing Principal (OMP) to focus on practice and business development. Assist with strategic and tactical initiatives.

Work collaboratively with Office Managing Principal (OMP) oversee day to day office management

Support and adhere to all firm policies and procedures

Review office expense reports and office general ledgers on a monthly basis to monitor expenses and track adherence to approved budget

Directly manage legal secretaries, paralegals, office services and other support staff. Mentor and help develop skills required of these roles.

Closely monitor paralegal billables hours and partner with Senior Manager of Legal Operations as needed

Coordinate the annual evaluation and compensation process for staff. Conduct midyear evaluations and interim evaluations for new support staff. Assist as needed with the attorney evaluation process.

Administration responsibilities including:

Recruitment of all staff positions.

Onboarding, orientation and training of staff as well as assisting with onboarding of attorneys.

Off-boarding of terminated employees

Manage office workflow, assess workloads and manage staff assignments.

Monitor staff attendance, vacations, and other absences/leaves from the office.

Perform timely approval of timecards and monitor all office overtime.

Coordinate leaves of absence with HR team.

Oversee mail/supply operation for optimum efficiency.

Identify staff training opportunities/needs and coordinate logistics of those trainings with internal department leaders

Perform other administrative duties as assigned

Business Services Collaboration

Act as a liaison to IT, Facilities, HR, Marketing and other Business Services departments.

Prepare capital and operating budgets in conjunction with relevant finance team members.

Assist with implementation of firmwide initiatives – provide insight and feedback to project teams on strategic initiatives, contributing to successful implementations

Partner with HR Business Partner as needed to monitor and manage employee relations issues

Stay current with Firm technology enhancements/upgrades to act as primary office escalation point of contact.

Partner with Facilities on office renovations, relocations, and maintenance

Support local Marketing events and Marketing/Business Development Manager

NOTE: Travel to non-resident offices may be required on a monthly basis.

Qualifications/Skills Required

Minimum 8-10 years of law firm administration and/or relevant management experience.

Strong management skills with prior direct supervisory responsibility.

Excellent oral and written communications skills.

Comfort communicating at all levels of an organization.

Strong relationship management skills.

Well-developed and professional interpersonal skills.

Ability to travel to offices when required.

Ability to manage staff effectively across multiple locations.

Ability to work in a fast-paced environment and adapt to changes.

Innovative and creative in approaching the administrative office functions.

Highly detail oriented and ability to multi-task.

Proficient in Microsoft Office Suite (Outlook, Work, Excel, PowerPoint).

Basic knowledge of finances and accounting.

Prior experience working in a law firm desired.

Skilled in NetDocs document management a plus.

Educational Requirements

Undergraduate degree required, advanced degree preferred

Please send resume to legan@friedmanwilliams.com