Office Administrator

Bakerhostetler-1; New York (NY); On-site; USD 300,000 - 400,000; Full time

Benefits offered by this job

Competitive salaries

Group health, dental, and vision

401(k) plan

Disability insurance

Job summary

BakerHostetler LLP seeks an Office Administrator in its New York office to lead day-to-day financial and operational activities under the Office Managing Partner and Director of Administration. The role supervises HR, facilities, records, accounting and billing teams and partners with firm leadership to drive efficiency and compliance across the NY office.

The position requires a strong blend of budgeting, accounting, and operations management, with a track record of diplomacy and

Qualifications

• Bachelor’s degree in accounting, finance or business with 10 years of law firm operations experience.
• Master’s degree is a plus.

Responsibilities

• Oversee director-level managers (HR, Facilities, Records, Accounting & Billing, Conference Room).
• Develop and monitor NY Office budget; present for leadership review.
• Oversee office accounting: AR, AP, expenses, trust accounting; collaborate with Accounting & Billing.
• Coordinate with firmwide teams to ensure compliance in all areas.
• Manage client collections with Managing Partner and Billing Attorney.
• Participate in NY Office strategic and business planning.
• Develop office procedures with HR to foster a productive environment.
• Oversee facilities operations, safety, vendor contracts, equipment.
• Plan major office events and firm meetings.
• Perform other duties as assigned.

Skills

Leadership

Budget management

Financial analysis

Vendor management

Education

Bachelor’s degree in accounting/finance/business

Master’s degree (a plus)

Tools

Microsoft Office

Job description

Baker & Hostetler LLP has an excellent opportunity for an Office Administrator in its New York office. This position reports to the Office Managing Partner and Director of Administration. This role will oversee and manage the day-to-day financial and operational activities of the office.

Responsibilities:

• Manage the overall direction, coordination, and evaluation of subordinate managers, which includes the Human Resources Manager, Facilities Manager, Records Manager, Accounting & Billing Manager, and Conference Room Coordinator.
• Develop, analyze, present, and monitor the NY Office budget and provide detailed information in support of office budget for review and approval by firm leadership.
• Oversee the office accounting functions including accounts receivable, accounts payable, expense reimbursement, and trust accounting while working closely with the Accounting & Billing Manager.
• Serve as a liaison between Firmwide Collections, Intake, Finance, and Billing teams to ensure compliance in all areas.
• Work closely with the Firmwide Collections team to manage client collections as directed by the Managing Partner and/or Billing Attorney.
• Participate in the NY Office strategic and business planning.
• Partner with the Human Resources Manager to develop and implement office procedures, address staff concerns, and support a positive and productive work environment.
• Oversee the operation and maintenance of office facilities such as safety programs, security systems, supplies, vendor contracts, and equipment, working closely with the Facilities Manager.
• Plan and execute major office events such as the Rockefeller Center Christmas Tree Viewing Event, Office Holiday Party, and firm management meetings.
• 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 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.

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.

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
• 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 $300,000-$400,000. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.

Baker & Hostetler LLP is an Equal Opportunity Employer.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.