Office Administrator

BakerHostetler Career; Los Angeles (CA); On-site; USD 225,000 - 275,000; Full time

Benefits offered by this job

Competitive salaries and a performance

Bonus program

Group health, dental, and vision

Retirement plan – 401(k)

Job summary

BakerHostetler LLP, in its Los Angeles office, seeks an Office Administrator to oversee day-to-day operations and financial activities for LA and SF offices. The role reports to senior office leadership and directs HR, accounting, facilities, IT, and more.

Responsibilities include budgeting, strategic planning, and cross-office coordination with firmwide departments. Strong leadership, communication, and project management skills are essential.

Qualifications

• Bachelor’s degree in accounting, finance or business with 10+ years in law firm operations.
• Strong analytical and communication skills; ability to interact with attorneys, firm leadership and staff.
• Excellent organizational and planning skills with the ability to prioritize multiple tasks under pressure.
• Strong project management and leadership abilities for complex initiatives.
• Advanced proficiency with Microsoft Office and related business applications.

Responsibilities

• Oversee the operations of the office and administrative team across HR, Accounting, Office Services, IT, Facilities, Records, Reception, and Marketing.
• Develop and monitor LA and SF office budgets for review and approval by office heads and firm leadership.
• Participate in LA and SF office strategic and business planning.
• Serve as a liaison between LA/SF offices and Firmwide departments.
• Partner with Accounting to oversee A/R, A/P, expenses, collections, and trust accounting.
• Collaborate with HR to onboard attorneys and staff, implement procedures, and address personnel matters.
• Oversee facilities operations, safety programs, vendor contracts, and equipment.
• Coordinate with building management on facilities-related activities and lease obligations.
• Plan and execute office events including staff appreciation and annual holiday party.
• Perform other duties as requested.

Skills

Leadership

Strategic planning

Communication

Project management

Education

Bachelor’s degree in accounting, finance or business

Master’s degree (plus)

Tools

Microsoft Office Suite

Job description

Baker & Hostetler LLP has an excellent opportunity for an Office Administrator in its Los Angeles office. This position reports to the Los Angeles Office Managing Partner, the San Francisco Partner in Charge, and the Director of Administration. This role will oversee and manage the day-to-day operational and financial activities of the Los Angeles and San Francisco offices.

Responsibilities:

• Oversee the operations of the office, including the overall direction, coordination and evaluation of an administrative team, which includes Human Resources, Accounting, Office Services and Hospitality, Information Technology, Facilities, Records, Reception, and Marketing.
• Develop and monitor the LA and SF office budgets and provide detailed information in support of office budgets for review and approval by the office heads and firm leadership.
• Participate in the LA and SF office strategic and business planning.
• Serve as a liaison between the LA and SF offices and Firmwide departments, including New Business Intake and Conflicts, Billing and Collections, Records and Compliance and Information Services.
• Partner with the Accounting Supervisor to oversee the LA and SF office accounting functions including accounts receivable, accounts payable, expense reimbursement, collections, and trust accounting.
• Collaborate with the Human Resources Generalist to manage attorney onboarding, manage the LA and SF office staff, develop and implement office procedures, address both staff and attorney concerns, provide guidance on personnel matters, deliver staff performance reviews, and support a positive and productive work environment.
• Oversee the operation and maintenance of office facilities, such as directing any maintenance work in the office space and overseeing safety programs, security systems, supplies, vendor contracts, and equipment, while working closely with the Administrative Coordinator.
• Serve as a liaison between the building management company and the firm, including partnering with the Administrative Coordinator to oversee facilities-related activities, such as emergency preparedness, parking programs, janitorial services, and overseeing certain rights and obligations in our lease agreement.
• Plan and execute office events such as staff appreciation events, attorney and office social events, certain client-facing events, and an annual office holiday party.
• Other duties as requested and assigned.

Qualifications:

• Bachelor’s degree in accounting, finance or business with a minimum of 10 years of law firm operations experience. Master’s degree a plus.
• Strong analytical and communication skills in both written and oral formats. Ability to interact effectively with attorneys, firmwide directors and managers, and other key personnel and exhibit a high degree of responsiveness, diplomacy, and professionalism.Exceptional communication and interpersonal skills, with the ability to influence, collaborate, and build credibility with firm leadership, attorneys, staff, and clients.
• Excellent organizational and planning skills with the ability to prioritize multiple tasks and projects to meet deadlines with minimal supervision. Strong collaboration skills, with the ability to work effectively across offices, departments, and firmwide teams. Demonstrate good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many stakeholders and potentially competing priorities.
• Strong project management and leadership skills, with the ability to manage complex initiatives, build consensus among attorneys and staff, and effectively coordinate across departments.
• Advanced proficiency with Microsoft Office and other business applications, with the ability to quickly learn and leverage new technologies and systems.
• Ability to exercise discretion with confidential and sensitive information and to demonstrate impeccable integrity in personal and fiduciary matters.
• Ability to manage multiple priorities and deadlines in a fast-paced environment. Ability to work beyond regular business hours as needed to support office operations and business needs.
• Ability to travel periodically to the San Francisco office.

About Us:

BakerHostetler is recognized as one of the leading law firms in the country. With more than 1,000 attorneys located in 18 offices from coast to coast, BakerHostetler is a great place to work for those who seek professional and personal growth in a collaborative environment. We deliver the highest quality counsel to our clients, who include many of the nation’s largest and most well-known companies. BakerHostetler’s values have remained unchanged since our founding more than 100 years ago: dedication to the law, commitment to the highest standard of client service, continuous development of our people and active participation in the communities in which we work and live.

Benefits:

Offering competitive pay and benefits, while providing a collegial and respectful work environment, is part of our commitment to fostering a workplace that values employees.

Our comprehensive and competitive benefit program includes:

• Competitive salaries and a performance bonus program
• Group health, dental, and vision insurance
• Multiple plan options and various benefit levels
• Same-sex domestic partner coverage
• Pre-tax premiums
• Coverage begins on date of hire
• Group term life/AD&D and voluntary supplemental group universal life insurance
• Voluntary accident insurance – self and family
• Short-term disability benefits
• Long-term disability benefits
• Pre-tax benefit programs – dependent care, health care reimbursement and transit/qualified parking (in most cities)
• Retirement program – voluntary 401(k) plan

The expected annual salary for this position ranges from $225,000-$275,000. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.