Office Administrator

Job description

Summary: Under general supervision and according to established policies and procedures, the Office Administrator will be responsible for providing the day-to-day management of and long-term strategic planning for administrative functions related to Human Resources, Operations and Facilities, Administrative Support, and Financial Planning for the assigned office location. The Office Administrator also serves as a trusted operational advisor to office leadership, proactively identifying issues, anticipating needs, and ensuring that day-to-day operations function smoothly without requiring unnecessary leadership intervention. Key Responsibilities: Performs assigned human resources functions for the office(s) including, but not limited to: - Ensures fair and consistent implementation of human resources policies and procedures. - Compliance with applicable federal, state and local employment laws. - Responsible for full cycle performance management of direct reports, including direct supervision, training, coaching, evaluation, and compensation review. Managing personnel concerns, workflow disruptions, and operational challenges with discretion and sound judgment. - Partners with Human Resources on direct report employment-based decisions related to promotion, performance improvement, and termination. - Partners with the business professional recruiting team in the full-cycle recruiting of direct reports, including sourcing candidates, interviewing, and hiring. - Assists Legal Recruiting with attorney and legal support staff interview scheduling. - Prepares and maintains business professionals compensation budget. - Implements the Firm’s Policy on Legal Administrative Support and drives the continuous improvement of support staff operational efficiency. Supports staffing strategy and resource alignment by evaluating workload distribution, identifying staffing gaps, and recommending adjustments to ensure attorneys are properly supported. - Administers and facilitates new hire onboarding. - Administers hourly employee time and attendance processes, including the approval of time away requests and the administration and monitoring of electronic worktime recording, approval and submission. Serves as the primary liaison between attorneys and administrative teams in the office, acting as the first point of contact for concerns and independently resolving workflow or staffing challenges before they escalate. Performs or manages all required financial management functions for the office(s) including, but not limited to: - Processes and transmits invoices to accounting for payment on a weekly basis. - Maintains Dayforce update and exceptions and approves timecards for all hourly administrative business professionals on a bi-weekly basis. - Prepares and maintains office operating expense and capital budget. - Reviews and analyzes the office budget variance report on a monthly basis providing explanations for discrepancies. - Establishes financial controls and guidelines that optimize cost effectiveness and profitability. - Prepares and submits monthly budget variance report. - Performs or manages all required facilities management functions for the office(s) including, but not limited to: - Ensures office is impeccably maintained. - Ensures that meeting services and onsite cafes and break rooms are maintained and well supplied. - Manages routine maintenance requests. - Maintains constructive and collaborative working relationship with the office building manager. - Oversees office assignments and internal office restructuring. - Partners with the Firm’s Director of Real Estate Operations and Facilities on space planning, leasehold improvements, and office relocation. - Manages capital projects in partnership with the Office Managing Partner. - Oversees and manages the purchasing, inventory control, and vendor relations for the office(s) in partnership with the Firm’s Procurement and Logistics Manager. - Oversees reception services. - Other Duties and Responsibilities - Serves as a stabilizing leadership presence during periods of change, including staffing transitions, retirements, or office reconfigurations. - Maintains office culture and engagement stability by monitoring morale, addressing emerging concerns, and reinforcing a collaborative and professional office environment through consistent, hands‑on leadership. - Identifies risks and issues proactively, and resolving operational, staffing, or culture‑related concerns at the earliest stages, escalating to the Chief of Staff and Office Managing Partner when necessary. - Liaison between Human Resources, Information Technology, Finance, Facilities, and Recruiting to resolve operational issues and advocate for office needs. - Responsible for the planning and execution of office engagement and other office events including, but not limited to, annual holiday party, business professional appreciation event, summer outing and attorney party. Partners with Client Growth and Marketing in the coordination and execution of client events. - Plans Summer Law School Program activities for the office(s) in coordination with the Director of Law Student Programs. - Attends monthly Firm meetings and provides updates to the Office Managing Partner and Chief of Staff as necessary on matters relating to administration, facilities, budget, resources, hiring, training, performance issues, and recruiting. Translates firm-wide directives and goals into practical workflows and ensures successful adoption and execution within the office. - Other duties as assigned and required by the Chief of Staff or Office Managing Partner. The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodation. Reasonable accommodation requests may be accommodated, absent undue firm hardship. QUALIFICATIONS: - Bachelor’s degree or equivalent required. - Minimum of 5–7 years of experience as an Office Administrator or senior-level business manager, preferably within a legal or professional services environment. - Proven track record of progressive success in human resources or administrative management with a growing organization. - Demonstrated leadership and management capabilities, with a strong ability to implement initiatives and drive positive organizational change. - Experience in facilities management, including design, construction, contract negotiation, and project oversight, is a plus. - Solid understanding of basic accounting principles and experience with budget management. - Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with attorneys, business professionals, and external vendors. - Excellent organizational, project management, and problem-solving skills. - Strong relationship-building and team leadership abilities. - Demonstrated strong business acumen, judgment and decision-making skills. - Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to Firm needs, the duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice. Working Conditions: - Normal office environment with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. Equal Employment and Opportunity Statement: Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.