Office Administrator

Holland & Knight; Atlanta (GA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental & vision

Life & AD&D insurance

Disability insurance

401(k) with profit sharing

Paid holidays

Parental leave

Job summary

Holland & Knight in Atlanta seeks an Office Administrator to lead office operations, HR, staffing, and facilities management, aligning with firm objectives.

You will coordinate with accounting, marketing, IT, and recruiting, supervise staff, manage onboarding, evaluations, and performance reviews, and oversee budgets and vendor relations. This role requires strategic and tactical leadership to support the firm’s goals.

Qualifications

• Bachelor’s degree required.
• Certifications helpful.
• 5+ years of experience in a professional services firm.
• Knowledge of local, state, and federal labor and employment laws and policies.
• Knowledge of general accounting processes, terms, concepts, and policies.
• Knowledge of workforce demographics and trends.
• Knowledge of changes/trends in the legal industry.

Responsibilities

• Recruiting, hiring and supervision of staff.
• Daily supervision of local IT and Records personnel.
• Onboarding and training for new hires; supervise departures.
• Deliver annual performance evaluations and recommendations.
• Collaborate with HR on discipline, PTO/LOA, benefits and employee relations.
• Develop the office budget and monitor financial performance.
• Coordinate staffing with practice groups and firm management.
• Facilities management and vendor selection; oversee moves and renovations.
• Support firm-wide initiatives and events.

Skills

Interpersonal skills

Organization

Communication

Time management

Problem solving

Analytical skills

Education

Bachelor’s degree

Job description

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. This position is based in our Atlanta office.

General Description

The Office Administrator provides overall strategic and tactical leadership to ensure office functions and staff are aligned with firm objectives. Responsibilities include human resources, staffing, operational support, staff workflow support, and facilities management. Additional areas include coordination with accounting, marketing, IT, and recruiting.

Key Responsibilities and Essential Job Functions

• Recruiting, hiring and supervision of Practice Assistants, Paralegals, Receptionists, Office Service Specialists, Office Services Supervisors and Guest Services Specialists.
• Daily supervision of local IT and Records personnel.
• Arrange for and ensure completion of any/all onboarding, mandatory training and office orientation for all new hires (incoming staff as well as any/all attorneys); supervise departures for all positions.
• Composing evaluations and gathering feedback from key stakeholders.
• Deliver annual performance evaluations, make bonus and merit increase recommendations for staff.
• Work collaboratively with the firm’s HR Department in implementing the progressive discipline procedures and discharge policies as needed, monitoring all staff use of PTO and LOA’s, benefit administration, and overall employee relations through conflict management.
• Develop the office budget and maintain variance accountability consistent with firm objectives and operational requirements. Review financial performance metrics for the office.
• Coordinate with practice groups and firm management to develop staffing support and best practices.
• Facilities management: emergency/safety practices, efficient economic use of office space, vendor selection process, oversee facility improvements and build outs, moves, and liaison with building management.
• Work with Director of Real Estate on buildouts, renovations and moves.
• Strategic planning for office growth.
• Develop Business Continuity Plan and Business Impact Assessment for the office in collaboration with the Director of Security for the firm; elevate incident to firm Business Continuity Task Force.
• Assist in ISO audit compliance.
• Oversight of all support staff, office support services, conference center, reception and other departments collaborating with firm wide administration and management teams.
• Coordinate with Firm-wide procurement efforts for supplies, equipment, and other purchases for the local office.
• Oversee, champion and support as needed firm-wide and office projects including but not limited to 9/11 day of service, any/all Diversity Equity and Inclusion presentations, CLE and/or Practice Group presentations for clients or specific industries.
• Participation in designated office and/or firm meeting(s).
• Special project and duties as assigned.

Required Skills

• Excellent interpersonal and communications skills.
• Excellent organization, time management, problem solving, and analytical skills.

Required Qualifications & Education

• Bachelor’s degree required.
• Certifications helpful.
• 5+ years of experience in a professional services firm.
• Knowledge of local, state, and federal labor and employment laws and policies.
• Knowledge and skills relating to conflict management and change management techniques.
• Knowledge of general accounting processes, terms, concepts, and policies.
• Knowledge of workforce demographic and trends.
• Knowledge of change/trends in the legal industry.

Physical Requirements

Ability to sit or stand for extended periods of time. Moderate or advanced keyboard usage.

Benefits

• comprehensive medical (PPO and HDHPs).
• dental and vision plans including coverage for domestic partners.
• life and AD&D insurance.
• short and long term disability insurance.
• tax-advantaged accounts for health care expenses, including FSAs and HSAs.
• FSAs for dependent care.
• health advocacy services.
• behavioral health and counseling resources for all family members.
• 401(k).
• profit sharing.
• backup dependent care.
• senior care planning support.
• resources for individuals with development disabilities and their caregivers.
• paid holidays and other paid time off, including paid leave for new parents.

Equal Opportunity Employer

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Personal Information

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP's privacy policies.

Company Overview

Holland & Knight is proud of having built one of the largest, most respected law firms in the world today. Holland & Knight has been advising clients for more than 130 years and has approximately 2,200 lawyers across the U.S. and in five international offices. Holland & Knight services clients globally. Known for our extraordinary legal service to clients, our culture of excellence, and our commitment to the communities in which we work, we are a firm of people who truly believe in what we do. We invite you to experience what Holland & Knight has to offer. It takes more than lawyers to build a great law firm and, as a result, the firm employs more than 1,700 business professionals. Business professionals play a pivotal role in the firm by planning and implementing strategic initiatives to enhance the firm’s capabilities and drive growth. The firm employs business professionals in many different areas, including technology innovation, pricing, business development, finance, talent acquisition, marketing, information governance, cybersecurity, information technology, talent development, compliance, office administration, communications, and project management, just to name a few. Additionally, the firm employs many paralegals and practice assistants who directly support our lawyers and clients. Together, these roles form the infrastructure that allows our lawyers to focus on providing exceptional client service.