Office Administrator

Jackson Lewis P.C.; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Jackson Lewis P.C. is seeking an Office Administrator to support daily operations across the Dallas, Austin, and Indianapolis offices.

You will work with the Office Managing Principal and leadership to drive firm initiatives and maintain efficient office services. The role requires 3-5 years of law firm administration, strong supervisory and communication skills, and the ability to travel between offices as needed.

Qualifications

• Minimum 3-5 years of law firm administration and/or relevant experience.
• Strong management skills with prior direct supervisory responsibility.
• Excellent oral and written communications skills.
• Comfort communicating at all levels of an organization.
• Strong relationship management skills.
• Well-developed and professional interpersonal skills.
• Ability to travel to offices when required.
• Ability to manage staff effectively across multiple locations.
• Ability to work in a fast-paced environment and adapt to changes.
• Innovative and creative in approaching the administrative office functions.
• Highly detail oriented and ability to multi-task.
• Proficient in Microsoft Office Suite (Outlook, Work, Excel, PowerPoint).

Responsibilities

• Oversee day-to-day office operations.
• Hire, onboarding, orientation and training of staff as well as assisting with onboarding of attorneys.
• Manage office workflow, assess workloads and staff assignments.
• Monitor staff attendance, vacations, and leaves.
• Perform timely approval of timecards and monitor overtime.
• Coordinate leaves of absence with HR.
• Oversee mail/supply operation for optimum efficiency.
• Identify staff training opportunities/needs and coordinate logistics.

Skills

Office management

Supervisory experience

Communication skills

Travel to offices

Multi-tasking

Microsoft Office

Education

Undergraduate degree

Advanced degree preferred

Tools

NetDocs

Microsoft Office Suite

Job description

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”.

Office Administrator (OA) Job Summary

Work directly with the Office Managing Principal (OMP) to provide oversight of daily operations and administration within the office(s). Additionally, work with the Director of Office Administration, Senior Director of Operations, and various department leaders as needed to drive firm initiatives.

This role will support the following offices: Dallas, Austin, and Indianapolis.

Reports to:

Director of Office Administration

Essential Functions

• Office Operations and Management

  • Manage day-to-day office operations enabling Office Managing Principal (OMP) to focus on practice and business development.Assist with strategic and tactical initiatives.
  • Work collaboratively with Office Managing Principal (OMP) oversee day to day office management.
  • Support and adhere to all firm policies and procedures.
  • Review office expense reports and office general ledgers on a monthly basis to monitor expenses and track adherence to approved budget.
  • Directly manage legal secretaries, office services and other support staff.Mentor and help develop skills required of these roles.
  • Coordinate the annual evaluation and compensation process for staff. Conduct midyear evaluations and interim evaluations for new support staff.Assist as needed with the attorney evaluation process.

• Administration responsibilities including:

  • Hire, onboarding, orientation and training of staff as well as assisting with onboarding of attorneys.
  • Off-boarding of terminated employees.
  • Manage office workflow, assess workloads and manage staff assignments.
  • Monitor staff attendance, vacations, and other absences/leaves from the office.
  • Perform timely approval of timecards and monitor all office overtime.
  • Coordinate leaves of absence with HR team.
  • Oversee mail/supply operation for optimum efficiency.
  • Identify staff training opportunities/needs and coordinate logistics of those trainings with internal department leaders.
  • Perform other administrative duties as assigned.

• Business Services Collaboration.

• Act as a liaison to IT, Facilities, HR, Marketing and other Business Services departments.

• Prepare office operating budgets in conjunction with relevant finance team members.

• Assist with implementation of firmwide initiatives – provide insight and feedback to project teams on strategic initiatives, contributing to successful implementations.

  • Partner with HR Business Partner as needed to monitor and manage employee relations issues.
  • Stay current with Firm technology enhancements/upgrades to act as primary office escalation point of contact.
  • Partner with Facilities on office renovations, relocations, and maintenance.
  • Support local Marketing events and Marketing/Business Development Manager.

Qualifications/Skills Required

• Minimum 3-5 years of law firm administration and/or relevant experience.

• Strong management skills with prior direct supervisory responsibility.

• Excellent oral and written communications skills.

• Comfort communicating at all levels of an organization.

• Strong relationship management skills.

• Well-developed and professional interpersonal skills.

• Ability to travel to offices when required.

• Ability to manage staff effectively across multiple locations.

• Ability to work in a fast-paced environment and adapt to changes.

• Innovative and creative in approaching the administrative office functions.

• Highly detail oriented and ability to multi-task.

• Proficient in Microsoft Office Suite (Outlook, Work, Excel, PowerPoint).

• Basic knowledge of finances and accounting.

• Prior experience working in a law firm desired.

• Skilled in NetDocs document management a plus.

Educational Requirements

• Undergraduate degree required, advanced degree preferred.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.