Office Administrator

Job Description

Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is seeking a highly organized and dynamic individual to join our Seattle office as an Office Administrator. This is a key leadership role, overseeing both the support services teams and the legal practice support teams. The ideal candidate will be a proactive, solution-oriented professional with a strong ability to lead, collaborate, and ensure smooth operations within the office.

As the Office Administrator, you will be the primary point of contact for office management, working closely with the Chief People Officer, other Office Administrators, and the Chief Operating Officer. This position involves a variety of tasks, from staff supervision and recruitment support to coordinating employee development and ensuring the efficient operation of the office.

Position Details

• Full-time, exempt position
• Onsite in our Seattle office, Monday through Friday
  
  

Key Responsibilities

Staff Supervision & Leadership:

• Oversee local support services personnel, including the Front Office Coordinator, Document Processing, Facilities, Hospitality, and Office Services staff.
• Oversee the legal practice support teams, including legal practice assistants, project managers, and paralegals, ensuring that staffing needs are met and workflow is efficient.
• Support recruitment efforts for staff under supervision, including assisting in the hiring process, onboarding, and ensuring the smooth integration of new team members.
• Manage the performance evaluation, professional development, and termination of staff under supervision in coordination with HR.
• Provide coaching, feedback, and progressive discipline as necessary for both support services personnel and legal practice support personnel.
• Foster a supportive work environment that emphasizes teamwork and growth for all staff members.
• Seek out and encourage appropriate training and development opportunities for staff to enhance their skills and contribute to their professional growth.
• Serve as an advocate for staff, resolving issues between attorneys and support teams when needed.
• In conjunction with the Practice Group Leaders, establish staffing assignments for legal practice support teams and attorneys to ensure that all teams are adequately staffed and operational.
  
  

Attorneys

• The Office Administrator is responsible for providing support for attorneys, including assisting with the hiring process, assisting with attorney departures, and ensuring attorneys and attorney workflow are adequately staffed.
• Communicate regularly with Practice Group Leaders to discuss areas of concern, future hiring needs, and overall feedback related to attorney staffing and workflow.
  
  

General Office Management

• Coordinate temporary hires and manage related staffing needs in collaboration with Human Resources.
• Review payroll submissions and track PTO for all staff under supervision.
• Manage leaves of absence, rewards programs, and employee gifts in partnership with Human Resources.
• Schedule and facilitate regular meetings with staff, ensuring alignment on legal best practices and firm-wide updates.
• Support firm-wide initiatives and assist in administrative tasks across departments such as payroll, benefits, billing, and IT.
  
  

Policies & Procedures

• Ensure adherence to office policies, including compliance with state and federal employment laws, posters, and notices.
• Stay up to date on relevant employment regulations and serve as a resource for staff regarding office policies.
  
  

Budget & Event Coordination

• Prepare and manage the Seattle office budget.
• Plan and organize a variety of employee events and gatherings, including welcome and farewell events, holiday parties, Staff Appreciation Week, attorney dinners, monthly lunches, and social events to enhance employee engagement.
  
  

Vendor & Facilities Management

• Oversee vendor and subtenant relationships, ensuring smooth office operations.
• Manage office location assignments in collaboration with Practice Group Leaders.
• Work with administrative departments on software and policy implementation as needed.
  
  

Other Responsibilities

• Participate in firm and local committees as required.
• Support other Office Administrators by providing overflow assistance, covering leave, and helping with firm-wide projects.
• Attend management team meetings and other relevant meetings.
• Take on additional duties as assigned.
  
  

Job Requirements

Education & Experience:

• Bachelor’s degree preferred.
• SHRM certification or other HR-related certification is a plus.
  
  

Skills & Qualifications

• Minimum of seven (7) years of progressively responsible experience in legal office administration or other professional services.
• At least seven (7) years of supervisory experience, with experience managing teams of 30 employees.
• Strong proficiency with Microsoft Windows, Word Processing, Spreadsheets (Excel), Chrome River, Top Performance, and High Q|Thomson Reuters.
• Prior experience as a legal assistant or paralegal is highly desirable.
• Exceptional organizational skills with the ability to prioritize multiple tasks and anticipate future needs.
• Excellent written and verbal communication skills, with a commitment to providing outstanding customer service.
• Ability to build strong working relationships across departments and serve as a resource for staff on best practices and procedures.
  
  

Perks

• In-person and virtual training opportunities.
• Collaboration across all Foster Garvey offices.
• Workplace Wellness Program, and more!
  
  

Salary Range and Benefits: The pay range for this position is $130,000-$175,000 annually; however, actual pay may vary depending on the candidate’s education, training, experience, and other job-related factors permitted by law.

Foster Garvey offers a competitive compensation and benefits package** including, but not limited to, the following:

• Medical, dental, and vision insurance
• 401(k) retirement plan, match, and profit-sharing
• Commuter allowance
• Paid time off plus paid holidays throughout the calendar year
• Disability and life insurance
• Parental leave
• Community service leave
• Annual discretionary bonus, and more!
• The provision of benefits is contingent on an employee’s ability to meet the eligibility requirements for the various types of benefits as outlined in the benefit plan documents and Firm policies.
  
  

Pre-Employment Screening

Any job offer will be contingent upon successful completion of a pre-employment background screening.

We look forward to hearing from you!

Foster Garvey PC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital status, military or veteran status, disability, sexual orientation (heterosexuality, homosexuality, bisexuality or gender expression or identity), political ideology, genetic information, or any other basis prohibited by federal, state, or local law.