Office Administrator

Honigman is a premier business law firm, based in Michigan with an international practice. Honigman is consistently recognized as one of the 101 Best and Brightest Places to Work, we earned this recognition by recruiting attorneys and staff members with outstanding credentials. Currently, we are looking for an experienced Office Administrator in our Chicago Office. In addition to Chicago, IL we have offices in Detroit, Grand Rapids, Lansing, Ann Arbor, Bloomfield Hills, Kalamazoo, Michigan, and Washington D.C. With more than 350 attorneys working in 60 different areas of concentration, Honigman provides timely and cost-effective counsel to clients in numerous industries.

JOB SUMMARY

The Office Administrator is responsible for managing all business functions and non-attorney personnel in the office to ensure: (i) the office functions efficiently and economically; (ii) attorneys and paralegals are provided the support required to enable them to deliver superior client service in an efficient manner; (iii) creative, effective solutions to productivity challenges are devised and implemented; and (iv) the office is a fully integrated, smoothly functioning entity of the firm; and (v) maintaining all attributes of a respectful workplace where all can thrive. As a member of the Human Resources Team, the Office Administrator will also be actively involved in firm-wide HR strategic initiatives and duties.

RESPONSIBILITIES

• In accordance with the firm's policies and practices, participate in conduct of the human resources function including human resources planning, performance planning, standard setting, providing constructive and developmental feedback, hiring, orientation and onboarding, evaluation, salary administration and professional development and termination. Interact with the Director of Benefits regarding administration of benefit programs and policies.
• Demonstrate a high level of emotional intelligence.
• Approve and manage all employee vacations and overtime. Approve all employee time reporting and ensure timely transmission to Payroll Department.
• Maintain a professional and positive work environment by facilitating effective communication and information sharing throughout the office.
• Oversee employee relations and resolution of employee concerns.
• Assist with other firm-wide HR initiatives and events.

• Coordinate with the Director of Operations and Facilities Department in managing maintenance of the physical facilities, furnishings and equipment of the offices, including asset management, planning and coordination of office space expansion, intra-office and inter-office moves, pricing, purchasing and maintenance of equipment, furniture, some supplies and outside services.
• Participate as a member of the firm's disaster recovery team.
• Coordinate with the Director of Operations and Information Governance leadership on the operations of the firm's record management systems, including managing local file storage, coordinating the closing of appropriate client files.
• Consult with the Director of Operations when attorneys join or depart from the firm.
• Maintain key card system for office.
• Oversee coordination of all central services functions of the offices — client deliveries (including interfacing with outside delivery services), mail, copying, faxing, etc.
• Oversee food catering vendors and manage the food ordering processes and related costs.
• Coordinate office space assignments, and oversee facility maintenance, security, parking, housekeeping and other relevant facilities matters.
• Collaborate with landlord and building management to ensure proper working environment and quiet enjoyment.
• Review and approve invoices for purchases.
• Interact with vendors on issues related to the office.

• Work with applicable department leadership on all financial matters.
• Participate in the preparation of and monitor the annual budget for the office. Implement and administer the approved budget and policies to achieve operating and financial objectives.
• Assist with the handling of client payments and vendor disbursements as needed.

• Coordinate with applicable IT department leadership regarding effective operation of computer and telecommunications systems, including the implementation of software and hardware upgrades or new installations.
• Provide administration and local supervision of on-site IT business professionals. Assist with evaluating office technology needs for new equipment and programs.

• Coordinate with the applicable department leadership to assist with marketing and business development efforts, as requested.

• Function as a local champion for firm-wide initiatives.
• Event planning annual holiday party, summer social, quarterly events, partner meetings, etc.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS

• Bachelor’s degree in human resources, business administration, finance or related field required.
• Minimum of 8 years of experience in a senior management position.
• Prior experience with legal or other professional service organizations highly preferred.
• Ability to identify and analyze complex operational and human relations issues and problems and recommend and implement solutions.
• Superior written and verbal communication skills.
• Excellent people skills and customer services skills.
• Detail oriented and professional.
• Advanced understanding of office management practices.
• Ability to organize and prioritize tasks, delegating when appropriate.
• Ability to maintain confidentiality.
• Extremely proficient in MS Office Suite/Office 365.

Honigman is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, disability or any other category prohibited by applicable local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, and termination.

Job Type: Full-time

Pay: $125,000.00 - $150,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Chicago, IL 60654

Salary : $125,000 - $150,000