Director of Office Administration

Jobtailor; Los Angeles (CA); On-site; USD 100,000 - 150,000; Full time

Job summary

Jobtailor seeks an experienced Office Operations Manager to oversee the Los Angeles, Portland, and San Francisco offices, ensuring facilities, administration, and staff align with our strategic goals. Lead vendor relations, implement efficient processes, supervise support teams, and drive cost control across locations.

You will coordinate office openings, relocations, space planning, and client-facing workflow while maintaining document management and disaster preparedness.

Qualifications

• Oversee office operations, facilities, and administrative functions for the LA, Portland, and SF offices.
• Provide strategic oversight and align operations, facilities, and staff.
• Evaluate procedures and implement more efficient practices.
• Develop relationships with attorneys, business professionals, Office Administrators, and Chiefs.
• Assist with office openings and relocations, including space setup, furnishings, technology, supplies, vendors, and contractors.
• Supervise Legal Assistants, Paralegals, and Office Operations/Facilities support in LA and Portland.
• Assign workloads, manage performance, and support professional development.
• Manage external vendors, contracts, SLAs, and service delivery.
• Plan office layouts, seating arrangements, and conference room setups.
• Manage physical space, lease negotiations, landlord relations, mail, reprographics, reception, and food services.
• Oversee guest services, reception, client meetings, office security, and disaster preparedness.
• Develop administrative best practices for document management, correspondence, meetings, filing, research, client communications, and scheduling.
• Partner with Finance on office financial plans, budgets, resource allocation, spending, and cost control.
• Support WIP review, billing, collections, billing discrepancies, client statements, and personal expense reimbursement reconciliation.

Responsibilities

• Oversee office operations, facilities, and administrative functions for the LA, Portland, and SF offices.
• Provide strategic oversight and align operations, facilities, and staff.
• Evaluate procedures and implement more efficient practices.
• Develop relationships with attorneys, business professionals, Office Administrators, and Chiefs.
• Assist with office openings and relocations, including space setup, furnishings, technology, supplies, vendors, and contractors.
• Supervise Legal Assistants, Paralegals, and Office Operations/Facilities support in Los Angeles and Portland.
• Assign workloads, manage performance, and support professional development.
• Manage external vendors, contracts, service-level agreements, and service delivery.
• Plan office layouts, seating arrangements, and conference room setups.
• Manage physical space, lease negotiations, landlord relations, mail, reprographics, reception, and food services.
• Oversee guest services, reception, client meetings, office security, and disaster preparedness.
• Develop administrative best practices for document management, correspondence, meetings, filing, research, client communications, and scheduling.
• Partner with Finance on office financial plans, budgets, resource allocation, spending, and cost control.
• Support WIP review, billing, collections, billing discrepancies, client statements, and personal expense reimbursement reconciliation.

Skills

Office Operations Management

Administrative Services

Vendor Relations

Leadership Skills

Budgeting and Cost Control

Education

Degree or equivalent experience in business/administration

Tools

Microsoft Office Suite

Google Workspace

Document Management Systems

Case Management Systems

Job description

Requirements

• Oversee office operations, facilities, and administrative functions for the Los Angeles, Portland, and San Francisco offices


• Provide strategic oversight and ensure alignment across operations, facilities, and staff


• Evaluate office procedures and implement more efficient practices


• Develop relationships with attorneys, business professionals, Office Administrators, and Chiefs


• Assist with office openings and relocations, including space setup, furnishings, technology, supplies, vendors, and contractors


• Supervise Legal Assistants, Paralegals, and Office Operations/Facilities support in Los Angeles and Portland


• Assign workloads, manage performance, and support professional development


• Manage external vendors, contracts, service-level agreements, and service delivery


• Plan office layouts, seating arrangements, and conference room setups


• Manage physical space, lease negotiations, landlord relations, mail, reprographics, reception, and food services


• Oversee guest services, reception, client meetings, office security, and disaster preparedness


• Develop administrative best practices for document management, correspondence, meetings, filing, research, client communications, and scheduling


• Partner with Finance on office financial plans, budgets, resource allocation, spending, and cost control


• Support WIP review, billing, collections, billing discrepancies, client statements, and personal expense reimbursement reconciliation

Core Competencies

Demonstrates expertise in office management and facilities oversight, with a strong focus on strategic alignment, vendor relations, and administrative best practices. Proven ability to lead and develop teams while managing budgets and operational efficiency in a law firm environment.

Highest-signal resume keywords

• Office Management


• Facilities Management


• Vendor Relations


• Leadership Skills


• Budgeting and Cost Control

ATS Optimization Keywords

Hard Skills

• Office Operations Management


• Administrative Services


• Document Management Systems


• Case Management Systems


• Performance Management

Soft Skills

• Interpersonal Skills


• Organizational Abilities


• Multitasking


• Problem-Solving


• Decision-Making

Industry Keywords

• Law Firm Operations


• Professional Services


• Administrative Best Practices


• Client Communications


• Disaster Preparedness

Tools & Technologies

• Microsoft Office Suite


• Google Workspace