Law Firm Director of Office Administration

CF Legal Recruiting and Staffing; San Francisco (CA); On-site; USD 120,000 - 180,000; Full time

Job summary

CF Legal Recruiting and Staffing seeks a Director of Office Administration to lead office operations in Palo Alto and San Francisco, with oversight of the Utah office. You will partner with firm leadership to manage human resources coordination, finance and billing support, facilities, and technology needs.

You will supervise non-attorney staff, coordinate with HR, IT and finance, and drive cost-effective operations while maintaining excellent client service and smooth office functions.

Qualifications

• Associate’s or Bachelor's degree in Business Administration, Management, Human Resources, or related field preferred.
• 8+ years of relevant experience in office administration or management within professional services.
• SHRM-CP, SHRM-SCP, PHR, or SPHR certification preferred.

Responsibilities

• Direct day-to-day operations of the office and oversee non-attorney staff and facilities.
• Serve as liaison between attorneys and staff; collaborate with HR, finance and IT.
• Oversee financial planning, budgeting, accounts payable and billing processes.
• Manage facilities, space planning, vendor relations, safety and security.
• Lead recruitment, training, performance evaluation, staff development and relations.
• Support strategic planning, practice management, and cost-effective operations.
• Perform other duties as required and travel as specified.

Skills

Excellent communication

Analytical thinking

People management

Budgeting & billing support

Client-service oriented

Organizational skills

PC proficiency

Education

Business Administration/Management degree

SHRM-CP/SHRP certification preferred

Tools

Microsoft Office Suite

Practice management/billing software

Job description

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, 9:0 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.