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A Florida based law firm is seeking an experienced Office Administrator to oversee operations in their Orlando and Tallahassee offices. This position reports to the Chief Operating Officer, and partners closely with the Director of Human Resources and local Administrative Partners to manage day-to-day office functions and non-attorney staff. This position is primarily based in Orlando and requires periodic travel to the Tallahassee office.
Responsibilities Include:
Human Resources:
- Supervise non-exempt personnel in the Orlando and Tallahassee offices.
- Manage the full recruitment life cycle, including identifying staff needs, sourcing candidates, conducting interviews, and facilitating the hiring and onboarding of qualified personnel.
- Oversee employee orientation, development, and training, including firm policies and procedures.
- Administer periodic staff performance reviews.
- Ensure workloads are equitable and fairly prioritized.
- Monitor PTO usage and ensure adequate coverage during staff absences.
- Oversee work schedules, lunch breaks and overtime.
- Provide counseling to support staff with the concurrence of the Director of Human Resources. For more serious matters, involve the Office Administrator Partners, the Chief Operating Officer and Managing Partner.
- Assist with planning and execution of office events and functions.
- Ensure all office/attorney licensing requirements are met for the Orlando and Tallahassee offices.
Operations:
- Assist in the preparation of the annual budget under the direction of the Chief Operating Officer and Chief Finance Officer.
- Ensure office supplies and forms are purchased within the firm’s budget guidelines.
- Oversee file systems and procedures, including offsite storage for both offices.
- Ensure Office Services personnel maintain clean and organized common areas (reception, conference room copy/supply rooms, kitchens) and that offices and workspaces are properly prepared for new hires.
- Manage messenger, mail, and delivery services.
- Collaborate with the Chief Operating Officer on building constructions, renovations, and office relocations.
- Maintain office facilitates (e.g., marble/stone floor care, carpet cleaning, lighting) and coordinate with building management to resolve facility-related issues.
- Assist the Chief Operating Officer with furniture selection and purchases; arrange for furniture repair, coordinate furniture moves, and manage the disposal or donation of outdated items.
Qualifications:
- Bachelor’s degree in Business Administration, Human Resources Management, or a closely related field, or equivalent experience.
- 5-7 years of progressively responsible administrative or operations management experience, preferably within a law firm or professional services environment.
- Proven experience managing office operations, including facilitates, vendor relationships, and support staff.
- Strong knowledge of human resources practices, including recruitment, onboarding, employee relations, performance management, and compliance with employment law.
- Demonstrated ability to manage and develop budgets.
- Proficiency with business and HR software, including Microsoft Office Suite.
- Strong analytic skills with the ability to identify, analyze, and resolve issues effectively.
- Excellent interpersonal, leadership, and communication skills with the ability to work collaboratively across all levels of the organization.
Benefits:
- Competitive salary
- Cell phone stipend
- 401(k) plan with employer match
- 18 days of paid time off (PTO)
- Paid parking
- Health insurance with firm-paid HSA contributions on select plans
- Dental and vision Insurance
- Firm-paid life insurance
- Optional Aflac supplemental plans
- Included on-site gym access.
- Complimentary subscription to the Calm app, offering guided meditations, sleep support, and mindfulness tools
- Access to a company-sponsored financial wellness program
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