Office Administrator

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

Benefits offered by this job

Competitive salaries

Performance bonus

Health insurance

Dental insurance

Vision insurance

Pre-tax benefits

401(k) plan

Job summary

BakerHostetler LLP is seeking an Office Administrator in New York to oversee day-to-day financial and operational activities. Reporting to the Office Managing Partner and Director of Administration, you will coordinate HR, facilities, records, and accounting functions while driving the NY Office budget and strategic planning.

The role requires strong leadership, exceptional communication, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Bachelor’s degree in accounting, finance or business with a minimum of 10 years of law firm operations experience.
• Excellent analytical and communication skills with ability to interact effectively with attorneys and staff.
• Outstanding organizational and planning abilities to manage multiple tasks and deadlines.
• Strong project management and leadership skills to coordinate across departments.
• Advanced proficiency with Microsoft Office and other business applications.

Responsibilities

• Direct and evaluate subordinate managers, including HR, Facilities, Records, Accounting & Billing, and Conference Room Coordinator.
• Develop, analyze, present, and monitor the NY Office budget for leadership review.
• Oversee the office accounting functions including AR, AP, expense reimbursement, and trust accounting with Accounting & Billing.
• Liaise between Firmwide Collections, Intake, Finance, and Billing to ensure compliance.
• Collaborate with Firmwide Collections to manage client collections as directed by leadership.
• Participate in NY Office strategic and business planning.
• Partner with HR to develop and implement office procedures and staff relations.
• Oversee facilities operations including safety, security, supplies, vendor contracts, and equipment.
• Plan and execute major events such as Rockefeller Center Christmas Tree Viewing, Office Holiday Party, and meetings.

Skills

Analytical skills

Communication skills

Interpersonal skills

Stakeholder management

Project management

Leadership

Decision making

Education

Bachelor's degree in accounting, finance or business

Master's degree

Tools

Microsoft Office

Job description

Office Administrator

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.

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 $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.