Office Administrator

Reed Smith LLP; Houston (TX); On-site; USD 100,000 - 115,000; Full time

Benefits offered by this job

401(k) Retirement Plan

Medical Insurance

Paid Time Off

Job summary

Reed Smith LLP is seeking an experienced Office Administrator to lead daily operations in Houston. The role involves managing personnel and office budgets while fostering a culture of service excellence. Candidates should have 3+ years in a supervisory role, preferably within a law firm.

Job responsibilities include overseeing support assignments, ensuring effective communication among departments, and managing local vendor relationships. A Bachelor's Degree in business or finance is preferred.

Qualifications

• 3+ years experience in a supervisory/managerial role.
• Experience in a law firm or professional services environment preferred.
• Basic understanding of state and local human resource laws.

Responsibilities

• Manage daily operations of the Houston office.
• Provide guidance to office lawyers and staff.
• Manage office budget and expenses.

Skills

High emotional intelligence

Problem-solving skills

Strong written and verbal communication

Education

Bachelor's Degree in Business Administration or Finance

Job description

Position Summary

We are seeking an experienced Office Administrator to lead and proactively manage daily operations of the Houston office. This position will have a significant impact on the organization for an energetic professional dedicated to providing top‑notch service as well as building and maintaining a diverse environment in which professional staff and lawyers can thrive. The position is a blend of leadership, change management, direct personnel supervision, operations, administration, facilities, events and hospitality, morale building and requires the ability/flexibility to adapt to changing priorities and demands with little or no notice. Candidates who apply should demonstrate exceptional energy, a sense of urgency, commitment to service excellence, a spirit of continuous improvement, and the desire to develop a team of diverse support staff professionals.

Job Duties & Responsibilities

• Provides guidance to office lawyers and professional staff and fosters a culture of service excellence
• Identifies and implements creative solutions to enhance productivity, efficiency, and effectiveness of support.
• Proactively works with lawyers and others to ensure their needs are met and exceeds expectations now and in the future
• Manages support assignments to ensure effectiveness and balance. Analyzes workload allocation on a regular basis
• Ensures the office is well‑organized and that it maintains the appropriate staffing levels
• Work with Global Security Team to establish and implement local security protocols and procedures ensuring safety of local facilities, equipment and personnel
• Leads local emergency response and business continuity efforts
• Manages office budget, expenses and identify opportunities for cost savings
• Examine office operations and activities with respect to best practices and make recommendations or implement changes to enhance efficiencies, effectiveness and promote continuous improvement
• Solve day‑to‑day problems independently in conjunction with others
• Manage HR functions including interviewing and hiring professional and operations staff, conducting new hire orientation, conducting annual performance reviews, and compensation recommendations, approvals of timesheets for non‑exempt personnel, and other duties as needed; liaise and report in real‑time to HR Business Partners on employment performance issues.
• Plans and oversees execution of office events and community support initiatives
• Assist with real estate projects such as lease review and negotiations, sublease agreements, space allocation, office renovations/build‑outs, office moves, and local matters related to the management /reduction of building operating costs
• Manage all office operational functions including delivery of support services by Executive Assistants (administrative), and office services (mail, document reproduction and hospitality).
• Assist administrative departments with workflow issues, as necessary
• Facilities management which includes establishing and maintaining relationships with local property management and the landlord
• Approve expense and check requests
• Manages local vendor relationships
• Serve as office point of contact for search consultants and industry peers; maintain membership and actively participate in professional organizations such as ALA/SHRM to keep updated on industry trends
• Collaborate on and/or lead global and national projects and task force initiatives.
• Performs ad hoc duties as assigned

Job duties and responsibilities are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education: Bachelor's Degree in a professional discipline such as Business Administration or Finance preferred. Advanced degree or training considered a plus. Equivalent experience may be considered.

Experience: 3+ years experience working in a supervisory/managerial role required. Previous law firm or professional services environment experience is preferred. Basic understanding of state and local human resource laws, regulations and requirements essential.

Skills: High emotional intelligence, proactive, problem‑solver, strong written and verbal communication.

Additional Information:

Supervisory responsibilities: Responsible for supervising/managing Executive Assistants, Facilities/Office Services staff, and/or outsource vendors.

Equipment used: Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.

Essential Job Functions

• Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use.
• Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities.
• Ability to communicate effectively.
• Ability to maintain attention to detail while analyzing complex information, managing multiple priorities, and applying sound judgment to strategic decisions.
• Ability to access, use, and safeguard confidential and sensitive information while performing job responsibilities in work environments that support confidentiality, privacy, and information security requirements.
• Travel for meetings and training as required.
• Ability to work extended hours as required to meet project, client, or business needs.

Working Conditions

You will be required to work in the office at minimum 4 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.

Pay Range

Houston: $100,000 - $115,000

Employee Benefits Overview

• 401(k) Retirement Plan
• Medical Insurance
• Health Savings Account (HSA)
• Virtual Health Services
• Dental Insurance
• Vision Insurance
• Accident Insurance
• Hospital Indemnity Insurance
• Critical Illness Insurance
• Life Insurance
• Short‑Term Disability Coverage
• Long‑Term Disability Coverage
• Flexible Spending Accounts (FSA)
• Lyra Health Employee Assistance Program (EAP)
• Paid Family Leave (for eligible Exempt and Non‑Exempt staff)
• Transportation Benefit
• Back‑up Child Care Services
• College Coach Program
• Pet Insurance
• Paid Sick Time (for Exempt staff)
• Paid Time Off (available to all full‑time, non‑temporary employees)

Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process.