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Office Administrator / Project Manager

  • Location: Seattle, Washington
  • Type: Direct Hire
  • Job #403

 POSITION: Office Administrator / Project Manager

ORGANIZATION: International Law Firm


COMPENSATION & BENEFITS: Base salary up to $120K, plus generous performance-based bonus; Medical, Dental and Vision Coverage; Transit Program; generous Paid Time Off; 401K w/match; Gym membership perks, Life Insurance, all firm amenities, exceptional culture, prestigious firm with historical stability, security and career growth. Noted as one of the most desired law firms to work for globally!

SUMMARY: The Office Administrator / Project Manager is responsible for managing Office Services and Facilities for the Seattle office. This role will directly support the Senior Director of Administration of the San Francisco and Seattle office with the management, mentoring, and training of the Office Services and Facilities staff, ensuring that efficient systems and best practices are implemented. 


  • 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
  • Provide support to partners during year-end reviews
  • Coordinate benefits for employees; adjust benefits as needed
  • 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
  • Assist in preparing monthly financial reports and process monthly health and life insurance bills
  • Manage employee’s time-off, vacation and payroll
  • Manage confidential employee financial and benefit information
  • Assist in providing information for year-end audit and tax preparation
  • Coordinate and manage Partner calendars, including business and client meetings, conference calls, appointments and travel
  • Assist Attorneys with executing cash and stock mergers
  • Assist with special project logistics, including but not limited to collaborating with outside vendors teams, architects and/or project managers on all budgets, timelines and expectations
  • Process and report account transaction and expense variance analysis of office activity
  • Manage and oversee the operations of the mail room and copy center
  • Manage maintenance of catering rooms, kitchens and conference rooms
  • Mentor and train facilities department staff and provide employee performance feedback to Senior Director
  • Handle day-to-day secretarial workflow
  • Work with managers and directors from other offices on collaborative projects


  • Bachelor's degree required
  • Minimum of 5+ years of office/project management and/or supervisory experience with facilities/office services teams in a professional services industry
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat
  • Ability to learn computer software quickly and independently
  • Flexibility and willingness to perform a wide range of tasks extending beyond routine expectation
  • 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