Office Administrator

hklaw; Atlanta (GA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, dental & vision insurance

401(k) with profit sharing

Paid holidays & time off

Parental leave & family support

Professional development opportunities

Job summary

Holland & Knight in Atlanta seeks an Office Administrator to lead and align office operations with firm goals. You will supervise staff, manage onboarding, evaluations and policy adherence, while coordinating with HR, IT and facilities.

This role reports to the Executive Partner and Chief of Office Operations. The position requires a Bachelor's degree, 5+ years in a professional services setting, and strong budgeting, conflict management and change management skills.

Qualifications

• Bachelor's degree required.
• Experience in a professional services firm is preferred.
• Knowledge of local, state and federal labor laws and policies.

Responsibilities

• Recruit and supervise staff including onboarding and training.
• Administer performance evaluations and merit recommendations.
• Develop and manage office budget with variance reporting.
• Coordinate with HR, IT, marketing and recruiting departments.
• Oversee facilities, safety, vendor relations and buildouts as needed.
• Support business continuity planning and risk assessment.

Skills

Interpersonal skills

Organizational skills

Time management

Problem solving

Analytical skills

Education

Bachelor's degree

Certifications helpful

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. This is an exempt management position reporting to the Executive Partner and the Chief of Office Operations.

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
• Coordination with practice groups and firm management to develop staffing support and best practices
• Facilities management, including 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
• Coordination 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:

Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

• 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

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