Director of Administration

Considine Search; Palo Alto (CA); Hybrid; USD 140,000 - 200,000; Full time

Job summary

Considine Search seeks a Director of Office Administration to lead operations across Palo Alto, San Francisco and Utah, in a hybrid, full-time role based in Palo Alto. Hours are 9:00 AM – 5:30 PM PT, with travel to San Francisco at least four times monthly and quarterly trips to Utah.

The DOA will oversee business services staff, facilities, HR coordination, finance and billing support, and technology needs in partnership with outside vendors and firm leadership, reporting to the Director of

Qualifications

• Excellent oral and written communication skills.
• Analytical and strong decision-making abilities.
• Experience managing people and teams in a professional services environment.
• Experience with budgeting, billing support, and inventory management.
• Must be client-service oriented with excellent interpersonal skills.
• Strong organizational skills; ability to prioritize and work independently.
• Proficiency with PC technology, including Microsoft Office Suite and standard practice management/billing software.
• Associate's or Bachelor's degree; degree in Business Administration/Management/HR preferred.
• 8+ years of relevant experience, with recent experience as an Office Administrator, Office Manager, or in a comparable management role within a law firm or professional services environment preferred.

Responsibilities

• Manage business services staff and facilities across Palo Alto, SF, and Utah.
• Oversee space planning, purchasing, vendor relations, budgeting for office expenditures.
• Oversee billing process and coordinate with Client Accounting and billing staff.
• Liaise with HR, IT, and firm leadership to drive operations.
• Performs other duties and responsibilities as required or requested.

Skills

Excellent communication

Analytical skills

People management

Budgeting & billing support

Client service orientation

Organizational skills

MS Office Suite

Practice management software

Education

Associate's degree

Bachelor's degree in Business Administration / Management / HR

Tools

MS Office Suite

Job description

A leading national law firm seeks a Director of Office Administration (DOA) for its Palo Alto and San Francisco offices, with oversight of the Utah office. The DOA is responsible for the overall management of business services staff, office services, and facilities across these locations. The role oversees operations, human resources coordination, finance and billing support, facilities, and technology needs in partnership with outside vendors and firm leadership. The DOA works directly with the Office Managing Partner and firm Partners/Directors on strategic and daily operational matters and reports directly to the Director of Operations. This is a full-time, hybrid position based in Palo Alto, CA, Monday through Friday, 9:00 AM – 5:30 PM PT, with travel to San Francisco at minimum four times per month and quarterly trips to Utah.

Responsibilities

Management of All Staff (Facilities, Reception, Secretarial/Administrative Support)

• Serves as the primary management resource for all business services staff, including recruiting, selection, training and development, performance evaluation, salary administration, employee relations, motivation, counseling, discipline, job design, and resource allocation.
• Fosters a cooperative and harmonious working environment with an emphasis on excellent client service and improved operating efficiency.

Facilities Management

• Oversees space planning and design, purchasing and inventory control, records storage, reception/switchboard services, telecommunications, and general office services.
• Coordinates and negotiates with vendors and landlords, and ensures compliance with safety and security procedures.
• Plans, forecasts, and budgets for office expenditures and capital improvements.
• Manages local banking relationships, local tax reporting, accounts payable, and other financial management functions.
• Supervises and manages the billing process including workflow, adherence to client and firm policies, deadlines for billings and accruals, special billing requirements and rates.
• Facilitates timely billing to clients by acting as a liaison between partners, the local billing specialist, and the Client Accounting Group.

Operations/Management

• Leads strategic and tactical planning, risk management, quality control, and organizational development.
• Continually assesses firm processes to ensure accuracy, efficiency, and cost-effectiveness.
• Handles orientation and onboarding of new personnel and assists with recruiting for business services roles.
• Serves as the primary liaison between attorneys and staff, working closely with HR, finance, IT, and other service providers supporting the firm.
• Performs other duties and responsibilities as required or requested.

Qualifications

• Excellent oral and written communication skills required.
• Excellent analytical and sound decision-making skills required.
• Experience managing people and teams in a professional services environment.
• Experience with budgeting, billing support, and inventory management.
• Must be client-service oriented with excellent interpersonal skills.
• Strong organizational skills; ability to prioritize and work independently.
• Working knowledge of PC technology, including Microsoft Office Suite and standard practice management/billing software.
• Associate's or Bachelor's degree required; degree in Business Administration, Management, Human Resources, or a related field preferred.
• 8+ years of relevant experience, with recent experience as an Office Administrator, Office Manager, or in a comparable management role within a law firm or professional services environment preferred.