Office Administrator
ORGANIZATION: Top Ranking U.S. Based Law Firm
LOCATION: New York, NY
COMPENSATION & BENEFITS: Base salary up to $145K, medical, dental and vision coverage, 401(K) with employer match, Flexible Spending Account, Paid Time Off and Bonus Eligible!
RESPONSIBILITIES:
- Manage the day-to-day operations and administrative functions of the New York office
- Serve as point of contact for building management and staff to address maintenance needs
- Oversee office operations, including facilities, office services, reception, secretaries, and executive assistants
- Manage office supply and equipment inventory tracking; perform vendor cost analysis
- Produce productivity and headcount statistics for the month
- Manage payroll and vendor expense management
- Manage maintenance of all pantries and kitchen equipment throughout the office
- Point of contact for employee relations, orientation and training
- Track and process expense reports, reimbursements and check requests
- Perform bank reconciliations and weekly cash reporting and prepare annual firm budget
- Manage and oversee budget and invoice processing for catering, equipment and services
- Supervise administrative staff, facilities and office services
- Assist with planning and execution of office events
- Design and implement initiatives and programs to drive cultural change and engagement
- Audit the online conference room booking system
- Participate in monthly meetings with Partners and Office Leadership to discuss improvements and/or changes
QUALIFICATIONS:
- Bachelor's degree required
- Minimum of 7+ years of office management or related supervisory and/or managerial experience in a fast-paced, corporate environment; law firm environment preferred
- Proficiency in Microsoft Word and Excel, QuickBooks a plus
- Ability to learn computer software quickly and independently
- Flexibility and willingness to perform a wide range of tasks extending beyond routine expectation
- Client service focus and excellent leadership skills
- Desire to be challenged and to take on additional responsibilities
- Ability to communicate effectively, dispassionately and diplomatically
- Strong attention to detail
- Ability to collaborate smoothly with many other people and departments
- Very strong customer service skills
- Interest in solving problems and trying new approaches
- Ability to complete jobs in a timely manner and meet deadlines
- Ability to organize/prioritize work, perform multiple tasks simultaneously and delegate work effectively
- Ability to handle confidential matters
- Ability to remain calm and function under pressure
