Office Administrator

Job Description:

Halbrook Wood Law is seeking a dynamic and experienced Office Administrator to oversee all administrative operations at our office in Prairie Village, Kansas. This is critical to ensuring the smooth and efficient functioning of our office, supporting key areas including Staffing, Office Operations, and Project Management.

Key Responsibilities:

Office Operations:

• Oversee all aspects of general office operations;
• Receptions duties, including but not limited to:
• Workspace at front desk of firm;
• Greeting clients/firm visitors and directing them to destination;
• Answering phones and taking messages;
• Manage vendor relationships and ensure efficient procurement of office supplies and services, including, but not limited, interviewing new vendors, obtaining quotes, etc.;
• Maintain a well-organized and efficient office environment, including, but not limited to:
• Opening office each business day;
• Making and restocking coffee;
• Ordering, tracking, and restocking kitchen supplies (food and drink);
• Ordering, tracking, and restocking office supplies;
• maintaining firm kitchen, including loading/unloading dishwasher, light dish duties/cleaning.

Time Entry/Bill Edits:

• Daily entering of attorney and paralegal billable time into firm billing software;
• Assist Billing Coordinator with entering attorney edits to monthly invoices.

Project Management:

• Coordinate and facilitate administrative meetings with Partners, including setting agendas and tracking action items;
• Implement and oversee administrative projects to ensure timely completion and alignment with organizational goals. This would include, but is not limited to preparation/updating administrative process and lists for things like onboarding/offboarding, vendor tracking, client gift lists, email distribution lists, etc.

Staffing:

• Conduct onboarding/offboarding for employees, including, but not limited to:
• preparing office and firm equipment for new employees;
• orientation of firm policies, firm software/hardware, benefits information, etc. for new employees;
• conducting exit interviews for separating employees;
• coordinating wrap-up items for separating employees, such as return of property, removing access to firm systems, completing separation paperwork;
• Act as liaison between employees and firm’s third-party benefits provider;
• Coordinating and maintaining attorney licensing and Continuing Legal Education requirements;
• Coordinating firm events, such as celebrations, holiday gatherings, and other firm meetings/outings.

IT:

• Basic troubleshooting for computer/technology issues;
• Act as liaison between employees and the firm’s third-party IT company for all IT issues.

Client Development Support:

• Coordinate firm certifications with various organizations, including applications and renewal paperwork;
• Assist with planning/coordinating client development events;
• Coordinating travel arrangements for attorneys for various business-related trips;
• Preparing conference rooms for client meetings.

Minimum Qualifications:

• Bachelor’s degree;
• Demonstrated ability to work independently, organize and prioritize work, and pay close attention to detail.
• Strong judgment and ability to recognize when urgency is required.
• Excellent teamwork and collaboration skills, with the ability to work effectively with co-workers.
• Experience supporting office operations within a professional services environment is highly desirable.
• Legal office administration experience preferred.

Skills:

• Excellent organizational and time-management skills.
• Effective communication and interpersonal skills.
• Proficiency in office management software and tools.
• Ability to exercise discretion and independent judgment.

Benefits:

• Competitive hourly wage and benefits package.
• Opportunity to work in a collaborative and professional environment.
• Room for growth and professional development within the company.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $60,000 - $70,000