Office Administrator

Jackson Lewis; Miami (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Jackson Lewis P.C. is seeking an Office Administrator to oversee daily operations across the Miami, New Orleans, and San Juan offices. You will work with the Office Managing Principal and leadership to drive firm initiatives, manage staff, and ensure adherence to policies and budgets.

The role requires 3–5 years of law firm administration, strong supervisory and communication skills, and proficiency with Microsoft Office and NetDocs. Occasional travel to other offices is expected.

Qualifications

• Minimum 3-5 years of law firm administration and/or management experience.
• Strong supervisory skills with prior direct personnel responsibility.
• Excellent oral and written communications abilities.
• Ability to interact effectively at all organizational levels.
• Experience managing staff across multiple locations and travel as needed.
• Proficiency with Microsoft Office and legal document management tools.

Responsibilities

• Oversee day-to-day office operations enabling leadership to focus on practice and business development.
• Support strategic initiatives and coordinate office budgets and expense reviews.
• Directly manage legal secretaries, office services and other staff; mentor them.
• Coordinate recruitment, onboarding, onboarding of attorneys and staff.
• Manage attendance, leaves, timecards, and staff workload across locations.
• Collaborate with HR, IT, Facilities, Marketing on firm initiatives and improvements.
• Travel to non-resident offices as needed.

Skills

Law firm administration

Staff supervision

Oral and written comms

Relationship management

Interpersonal skills

Travel to offices

Multi-location management

Fast-paced environment

Microsoft Office

Finance basics

NetDocs

Law firm experience

Advanced degree preferred

Education

Undergraduate degree

Advanced degree preferred

Tools

Microsoft Office

NetDocs

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 Office Administration management team, Senior Director of Operations, and various department leaders as needed to drive firm initiatives. This role will support the following offices: Miami, New Orleans and San Juan.

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.

NOTE: Travel to non-resident offices may be required occasionally.

Qualifications/Skills Required

• Minimum 3-5 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, Word, 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.

We are a preeminent workplace law firm dedicated to our clients and passionate about providing the highest quality, creative and effective representation of employers on the full range of employment and labor law matters, through offices strategically located throughout the country. We provide a rewarding and collegial work environment for the leading attorneys in our field. We work hard to preserve the values that make Jackson Lewis a gratifying place to practice law. We are a law firm where people know each other and work together to best serve our clients.