Director of Office Administration

Confidential; Palo Alto (CA); Hybride; USD 180 000 - 260 000; Plein temps

Résumé du poste

Confidential law firm in Palo Alto, CA seeks a Director of Office Administration to lead business services, facilities, and office operations across multiple offices in a hybrid role.

The DOA collaborates with HR, Finance, IT, and leadership to drive operational excellence, staff development, and client service. The ideal candidate has 8+ years in law firm operations and strong leadership and budgeting skills.

Qualifications

• Bachelor’s degree in a related field is required.
• 8+ years of relevant experience in law firms or professional services.
• Proven experience leading teams and managing office operations.
• Strong communication, analytical, and decision‑making skills.
• Experience with budgeting, billing support, and inventory management.
• Proficiency with Microsoft Office and standard practice management software.

Responsabilités

• Lead all business services staff including Facilities, Reception, and Administrative Support.
• Oversee recruiting, training, performance management, and resource allocation.
• Foster a client-service‑oriented culture with focus on efficiency.
• Manage office facilities, space planning, vendor coordination, and security.
• Oversee budgeting, forecasting, and billing workflow; ensure accurate client billing.
• Drive process improvements and onboarding for new staff.

Connaissances

Leadership

Communication

Analytical thinking

Decision making

Formation

Bachelor’s degree in Business Administration, Management, HR, or related field

Outils

Microsoft Office

Practice management software

Description du poste

Director of Office Administration - Palo Alto, CA (Hybrid)

A leading national law firm is seeking a Director of Office Administration (DOA) to oversee business services staff, office operations, and facilities across its Palo Alto and San Francisco offices, with additional oversight of a smaller satellite office. This is a high‑impact, hands‑on leadership role responsible for ensuring operational excellence, staff development, and seamless coordination across administrative functions.

About the Role

The DOA serves as the primary liaison between attorneys and business services staff and partners closely with HR, Finance, IT, and firm leadership. This role requires a strategic, solutions‑oriented leader who can manage day‑to‑day operations while also planning for the evolving needs of a dynamic, multi‑office environment.

Key Responsibilities

• Lead all business services staff, including Facilities, Reception, and Administrative Support.
• Oversee recruiting, training, performance management, employee relations, and resource allocation.
• Foster a collaborative, client‑service‑focused culture with an emphasis on efficiency and operational excellence.

Facilities & Office Operations

• Manage space planning, design, inventory control, records storage, telecommunications, and general office services.
• Coordinate with vendors and landlords; ensure compliance with safety and security protocols.
• Maintain a thorough working knowledge of office procedures, personnel, and workflows.

Financial & Billing Oversight

• Lead budgeting, forecasting, and financial planning for office operations and capital improvements.
• Oversee accounts payable, local financial processes, and billing workflow.
• Partner with attorneys and billing teams to ensure timely, accurate client billing.

Strategic & Operational Management

• Drive organizational development, quality control, and process improvement initiatives.
• Support risk management and cost‑effective operational strategies.
• Oversee onboarding and orientation for new business services staff and assist with administrative recruiting.

Qualifications

• Bachelor’s degree required; Business Administration, Management, HR, or related field preferred.
• 8+ years of relevant experience, ideally within a law firm or professional services environment.
• Proven experience managing teams and office operations.
• Strong communication, analytical, and decision‑making skills.
• Experience with budgeting, billing support, and inventory management.
• Proficiency with Microsoft Office and standard practice management/billing software.