Office Administrator

Jackson Lewis P.C.; Berrysburg (PA); On-site; USD 130,000 - 150,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k) Retirement Plan

Flexible Spending & Health Savings

Paid holidays

Paid vacation

Sick time accrual

Employee assistance program

Job summary

Jackson Lewis P.C. is seeking an experienced Office Administrator to oversee daily operations across multiple offices in the US. You will partner with the Office Managing Principal and senior leadership to drive initiatives, manage staff, and ensure efficient administrative services.

The role emphasizes budgeting, policy adherence, and cross-department collaboration, with travel to different offices as needed. A strong background in law-firm administration and MS Office proficiency are required.

Qualifications

• Minimum 8-10 years of law firm administration and/or relevant management 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.
• 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, Word, Excel, PowerPoint).
• Basic knowledge of finances and accounting.
• Prior experience working in a law firm desired.
• Skilled in NetDocs document management a plus.

Responsibilities

• Office Operations and Management: manage day-to-day operations enabling the OMP to focus on practice and business development.
• Oversee day-to-day office management in collaboration with OMP.
• Support and adhere to all firm policies and procedures.
• Review office expense reports and ledgers to monitor expenses and budget adherence.
• Directly manage legal secretaries, office services and other support staff.
• Coordinate staff evaluations and compensation processes, including midyear evaluations.
• Recruitment of all staff positions and onboarding of staff and attorneys.
• Manage office workflow, workloads, and staff assignments; monitor attendance and leaves.
• Approve timecards timely and monitor overtime; coordinate with HR on leaves.
• Oversee mail and supply operations; identify training opportunities and coordinate logistics.
• Act as liaison to IT, Facilities, HR, Marketing; prepare budgets with finance; support firmwide initiatives.

Skills

Office administration

People management

Communication skills

Budgeting

Staff development

Travel flexibility

Cross-location coordination

Attention to detail

Microsoft Office

NetDocs familiarity

Tools

Microsoft Office Suite

NetDocs

Job description

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

This role will support the following offices: Sacramento, Seattle & Portland

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:
  • Recruitment of all staff positions.
  • 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 capital and 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 8-10 years of law firm administration and/or relevant management 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

For California and Seattle , the expected salary range for this position is between $130,000 and $150,000. The actual compensation will be determined based on experience and other factors permitted by law. The position is also eligible for annual bonuses.

Benefits

Jackson Lewis offers a competitive benefits package that includes:

• medical, dental, vision, life and disability insurance
• 401(k) Retirement Plan
• Flexible Spending & Health Savings Account
• 12 firm-paid holidays, paid vacation, and 1 hour of sick time for every 30 hours worked
• Employee assistance program and other benefits

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.