Office Administrator

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

General Description

The Office Administrator provides overall strategic and tactical leadership to ensure office functions and staff are aligned with firm objectives. Responsibilities include human resources, staffing, operational support, staff workflow support, and facilities management. Additional areas include coordination with accounting, marketing, IT, and recruiting. This is an exempt management position reporting to the Executive Partner and the Chief of Office Operations.

Key Responsibilities And Essential Job Functions

• Recruiting, hiring and supervision of Practice Assistants, Paralegals, Receptionists, Office Service Specialists, Office Services Supervisors and Guest Services Specialists. Daily supervision of local IT and Records personnel.
• Arrange for and ensure completion of any/all onboarding, mandatory training and office orientation for all new hires (incoming staff as well as any/all attorneys); supervise departures for all positions.
• Composing evaluations and gathering feedback from key stakeholders. Deliver annual performance evaluations, make bonus and merit increase recommendations for staff
• Work collaboratively with the firm’s HR Department in implementing the progressive discipline procedures and discharge policies as needed, monitoring all staff use of PTO and LOA’s, benefit administration, and overall employee relations through conflict management
• Develop the office budget and maintain variance accountability consistent with firm objectives and operational requirements. Review financial performance metrics for the office
• Coordination with practice groups and firm management to develop staffing support and best practices
• Facilities management, including emergency/safety practices, efficient economic use of office space, vendor selection process, oversee facility improvements and build outs, moves, and liaison with building management. Work with Director of Real Estate on buildouts, renovations and moves. Strategic planning for office growth
• Develop Business Continuity Plan and Business Impact Assessment for the office in collaboration with the Director of Security for the firm; escalate incident to firm Business Continuity Task Force
• Assist in ISO audit compliance
• Oversight of all support staff, office support services, conference center, reception and other departments collaborating with firm wide administration and management teams
• Coordination with Firm-wide procurement efforts for supplies, equipment, and other purchases for the local office
• Oversee, champion and support as needed firm-wide and office projects including but not limited to 9/11 day of service, any/all Diversity Equity and Inclusion presentations, CLE and/or Practice Group presentations for clients or specific industries
• Participation in designated office and/or firm meeting(s)
• Special projects and duties as assigned
  
  

Required Skills

• Excellent interpersonal and communications skills
• Excellent organization, time management, problem solving, and analytical skills
  
  

Required Qualifications & Education

• Bachelor’s degree required
• Certifications helpful
• 5 years of experience in a professional services firm
• Knowledge of local, state, and federal labor and employment laws and policies
• Knowledge and skills relating to conflict management and change management techniques
• Knowledge of general accounting processes, terms, concepts, and policies
• Knowledge of workforce demographic and trends
• Knowledge of change/trends in the legal industry
  
  

Physical Requirements

• Ability to sit or stand for extended periods of time.
• Moderate or advanced keyboard usage
  
  

Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be at their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being. Below is a list of just some of the benefits we offer: generous paid time off; eleven paid holidays per year; time off for bereavement or jury duty; paid leave for new parents; comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSA or HSA; FSA for dependent care; supplemental AFLAC policies for medical care; excess liability coverage; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; pre-tax transit and parking program; backup care for children and adults; senior care planning support; and resources for individuals with development disabilities and their caregivers.

Benefits may vary by position and office.

Holland & Knight is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, protected veteran or any other protected class.

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.