Director of Office Administration

Lowenstein Sandler LLP; Palo Alto (CA); On-site; USD 225,000 - 275,000; Full time

Benefits offered by this job

Medical, dental, vision

401K

Paid time off

Job summary

Lowenstein Sandler LLP seeks a Director of Office Administration to oversee the Palo Alto and San Francisco offices, with Utah oversight. You will manage business services, facilities, HR coordination, and finance/billing support, reporting to the Director of Operations.

Travel to SF and Utah is required. The role requires 8+ years in office management within a law firm or professional services, with strong leadership and budgeting skills.

Qualifications

• Bachelor's degree required; business/admin/management background recommended.
• 8+ years of relevant experience in office administration or office management in professional services.
• SHRM-CP/SHRM-SCP/PHR/SPHR certifications preferred.

Responsibilities

• Direct day-to-day operations of office services, facilities, and staff.
• Oversee HR coordination, finance and billing support, and vendor relations.
• Plan and manage budgeting, cost controls, and risk management.

Skills

Communication skills

People management

Budgeting/Billing

Client service

Organization

Microsoft Office

Education

Bachelor's degree required

Business Admin/Management background preferred

SHRM-CPA/PHR/SPHR certification preferred

Tools

Practice management software

Billing software

Microsoft Office Suite

Job description

Lowenstein Sandler is one of the most sophisticated law firms in the United States, with over 400 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, Roseland, Salt Lake City, San Francisco, Washington, D.C., and Wilmington. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to an inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.

What You Will Do:

The Director of Office Administration (DOA) is responsible for the overall management of business services staff, office services, and facilities in the Palo Alto and San Francisco offices. In addition, the DOA will have oversight of the Utah office. The DOA wears multiple hats, overseeing 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.

Responsibilities include directing the day-to-day operations of the office, with an emphasis on non-attorney staff management, development, and facilities operations. The Director of Office Administration serves as the primary liaison between attorneys and staff and works closely with HR, finance, IT, and other service providers supporting the firm. In an office of this size, the DOA must be a hands-on generalist, able to quickly grasp firm procedures and develop a thorough working knowledge of the firm, its attorneys, and its staff in order to keep the office running smoothly. In addition to general responsibility for financial planning and controls, personnel administration, and systems and physical facilities, the Director of Office Administration identifies and plans for the changing needs of the office, shares responsibility with firm leadership for strategic planning and practice management, and contributes to cost-effective management throughout the firm.

More Specifically:

• Management of All Staff (Facilities, Reception, Secretarial/Administrative Support): The most important responsibility of this role, including recruiting, selection, training and development, performance evaluation, salary administration, employee relations, motivation, counseling, discipline, job design, and resource allocation for all business services staff, while fostering a cooperative and harmonious working environment with an eye toward excellent client service and improved operating efficiency.
• Facilities Management: Including space planning and design, purchasing and inventory control, records storage, reception/switchboard services, telecommunications, and general office services. Involves coordination of, and negotiation with, vendors and landlords, and ensuring compliance with safety and security procedures.
• Financial Management: Including planning, forecasting and budgeting for office expenditures and capital improvements, local banking relationships, local tax reporting, accounts payable and other financial management functions. Involves the supervision and management of the billing process including: workflow, adherence to client and firm policies, deadlines for billings and accruals, special billing requirements and rates. Facilitates the timely billing to clients by acting as a liaison between the partners, local billing specialist and the Client Accounting Group.
• Operations/Management: Including strategic and tactical planning, risk management, quality control, organizational development, and other general management functions. Involves continual assessment of firm processes to ensure accuracy, efficiency, and cost-effectiveness, as well as handling orientation and onboarding of new personnel and assisting with recruiting for business services roles.
• Perform other duties and responsibilities as required or requested.

Skills, Knowledge, and Abilities:

• 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.

Education, Certifications, and/or Experience

• 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.
• SHRM-CP, SHRM-SCP, PHR, or SPHR certification preferred.

Schedule:

Full-time, Monday through Friday, 9:00 AM - 5:30 PM PT

Amount of Travel Required:

This position primarily resides in Palo Alto and will require travel to San Francisco at minimum 4x a month. In addition, quarterly trips to Utah will be required.

The expected salary range for candidates meeting the requirements of this position is $225,000 to $275,000. The range provided is the salary that Lowenstein Sandler in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.

Disclaimers:

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required by employee.

Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.

Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.