What are the responsibilities and job description for the Portland Office Administrator position at Foster Garvey PC?
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 Portland office as an Office Administrator. In this role, you will utilize your experience managing mid-size law firms as you collaborate with leadership to maintain the firm’s supportive culture and facilitate operations.
As the primary point of contact for your colleagues at the Portland office, you will be vital in ensuring that everything is running smoothly. Your responsibilities will involve a blend of people management and operations. This position reports to the Chief People Officer and the Portland Office Managing Director. In this position, you will work closely with other Office Administrators in other offices. As part of the management team, this role will cultivate a positive environment that encourages teamwork and personal development among the staff. The firm will value your collaborative spirit and ability to make sound decisions and problem solve.
You will be essential in creating an engaging work environment that encourages attorneys and staff to make the firm their long-term home, with ample support and opportunities for growth and development. Foster Garvey is dedicated to creating a positive work environment and building strong relationships among staff and attorneys. We have a mix of new and long-time employees who enjoy our great benefits, a hybrid schedule, a beautiful recently remodeled office environment, and a commitment to opportunity, inclusion, and a respectful workplace at all times.
The successful candidate will possess strong interpersonal skills that complement the technical acumen needed to manage the Portland office successfully. The successful candidate will be self-motivated, possess strong communication skills (both written and interpersonal), possess a solution-oriented approach to management, and demonstrate the ability to prioritize competing deadlines.
This is a full-time onsite position from our Portland office, Monday through Friday, 8:30 am – 5:00 pm. While the role is primarily in-office, there is some work-from-home flexibility on occasion after your first 90 days at the office. This is an exempt position where working hours may fall outside the Firm’s operating hours to accommodate client needs and Firm needs.
Primary Functions
Supervision of Staff
Support Services Staff
Job Requirements:
The pay range for this position is $110,000-$140,000 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:
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, gender expression or identity, genetic information, or any other basis prohibited by federal, state, or local law.
Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is seeking a highly organized and dynamic individual to join our Portland office as an Office Administrator. In this role, you will utilize your experience managing mid-size law firms as you collaborate with leadership to maintain the firm’s supportive culture and facilitate operations.
As the primary point of contact for your colleagues at the Portland office, you will be vital in ensuring that everything is running smoothly. Your responsibilities will involve a blend of people management and operations. This position reports to the Chief People Officer and the Portland Office Managing Director. In this position, you will work closely with other Office Administrators in other offices. As part of the management team, this role will cultivate a positive environment that encourages teamwork and personal development among the staff. The firm will value your collaborative spirit and ability to make sound decisions and problem solve.
You will be essential in creating an engaging work environment that encourages attorneys and staff to make the firm their long-term home, with ample support and opportunities for growth and development. Foster Garvey is dedicated to creating a positive work environment and building strong relationships among staff and attorneys. We have a mix of new and long-time employees who enjoy our great benefits, a hybrid schedule, a beautiful recently remodeled office environment, and a commitment to opportunity, inclusion, and a respectful workplace at all times.
The successful candidate will possess strong interpersonal skills that complement the technical acumen needed to manage the Portland office successfully. The successful candidate will be self-motivated, possess strong communication skills (both written and interpersonal), possess a solution-oriented approach to management, and demonstrate the ability to prioritize competing deadlines.
This is a full-time onsite position from our Portland office, Monday through Friday, 8:30 am – 5:00 pm. While the role is primarily in-office, there is some work-from-home flexibility on occasion after your first 90 days at the office. This is an exempt position where working hours may fall outside the Firm’s operating hours to accommodate client needs and Firm needs.
Primary Functions
Supervision of Staff
Support Services Staff
- The Office Administrator supervises the local support services personnel, including positions such as Front Office Coordinator and Office Services.
- Responsible for hiring, termination (in conjunction with Human Resources), initial onboarding, ongoing evaluation, assignment and professional development of non-paralegal staff.
- Coaches and counsels staff, administers evaluations and disciplinary action.
- Seeks out and encourages appropriate trainings for staff.
- Acts as advocate for staff with attorneys when appropriate.
- In conjunction with other Office Administrators, makes salary recommendations to the Chief People Officer.
- In conjunction with other Office Administrators, amends job descriptions and job titles.
- The Office Administrator is responsible for providing supervisory oversight relating to legal practice assistants, project managers, paralegals, and other paraprofessionals.
- Supports all hiring efforts including vetting resumes and initial onboarding.
- Provides coaching, counseling, and progressive discipline where appropriate.
- In conjunction with the Practice Group Leaders, establishes staffing assignments.
- Oversees evaluation process and delivers evaluations.
- In conjunction with other Office Administrators, makes salary recommendations to the Chief People Officer.
- The Office Administrator is responsible for providing support for attorneys, including: assisting with the hiring process, assisting with attorney departures, and ensuring attorney workflow is adequately staffed. This includes ongoing communication with the Practice Group Leaders regarding areas of concern, future hiring needs, and overall feedback.
- General
- Coordinates temporary hires and other related support needs.
- Reviews payroll submissions and PTO balances for all staff under their supervision.
- Coordinates, in conjunction with Human Resources, regarding leave of absences.
- Coordinates employee-related rewards/gifts.
- Holds staff meetings for LPAs and Paralegals on a regular basis as well as other staff under their supervision, ensuring that the staff are kept up to date on current legal best practices and rules.
- Policies and Procedures
- Ensures compliance with office policies and current state and federal employment-related laws, including posters and notices.
- Stays current with employment laws and regulations in applicable jurisdictions.
- Serves as a resource for questions related to office policies and ensures adherence.
- Works in partnership with, and oversees office-wide directives and projects with, the Portland Office Managing Director.
- Schedules and plans a variety of events, including employee welcome and farewell gatherings, winter event, summer event, Staff Appreciation Week, attorney dinners, monthly lunches, monthly socials, and miscellaneous social events to increase employee engagement.
- Manages vendor relationships, subtenant relationships, and facilities. This includes office location assignments in conjunction with Practice Group Leaders.
- Works with appropriate administrative departments relating to issues regarding the budget, payroll, benefits, billing, and telephone/IS issues, implementing new software and policies, as necessary.
- Serves on firm and local committees as requested.
- Performs and oversees projects and firm-wide roles as assigned by the Chief People Officer.
- Attends management team meetings and other meetings as requested.
- Provides support to other Office Administrators, including (a) providing overflow support when needed, (b) assisting with vacation/leave coverage for other Office Administrators, (c) supporting local implementation or efforts related to firm-wide support functions.
- Other duties as assigned.
Job Requirements:
- Bachelor’s degree preferred.
- SHRM certification or other HR-related certification is preferred.
- Five (7) or more years of progressively responsible experience in office administration or in a professional services environment.
- Five (7) or more years of supervisory experience, ideally managing teams of 30 or more employees.
- Broad computer knowledge, skills, and proficiency with Windows Operating System, Word Processing, Spreadsheets (Excel), Chrome River, Top Performance, and High Q|Thomson Reuters.
- Prior experience as a legal assistant or paralegal is preferred.
- Ability to prioritize issues and workload as well as anticipate projects that need to be completed.
- Commitment to excellent customer service - acts as a liaison between the attorneys and other departments of the firm.
- Establish effective working relationships across all departments and serve as a resource for ongoing guidance regarding best practices and procedures (internally).
- In-person and virtual training opportunities.
- Collaboration across all Foster Garvey offices.
- Workplace Wellness Program, and more!
The pay range for this position is $110,000-$140,000 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.
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, gender expression or identity, genetic information, or any other basis prohibited by federal, state, or local law.
Salary : $110,000 - $140,000
