Office Administrator

Kang Haggerty LLC; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance (company-paid)

Dental insurance (company-paid)

Vision insurance (company-paid)

Disability and life insurance (company

Job summary

Kang Haggerty LLC in Center City Philadelphia is seeking an Office Administrator to oversee day-to-day operations, staff management, HR, facilities, IT, and financial processes in a fully in-person role.

The role partners with leadership to ensure smooth operations, compliance, and effective communication across the firm, with responsibility for onboarding, budgeting, IT coordination, and vendor management.

Qualifications

• Bachelor’s degree with 5+ years in law-firm office management.
• Strong IT knowledge and cybersecurity awareness.
• Excellent written and verbal communication; leadership experience.
• Ability to handle difficult conversations and multiple tasks.

Responsibilities

• Oversee office operations and administrative matters for attorneys and staff.
• Lead onboarding and supervise the administrative team.
• Manage HR, attendance, performance feedback, and policy updates.
• Coordinate IT, facilities, and vendor services; ensure security.
• Attend meetings, take minutes, and report on office matters.

Skills

Staff management

HR responsibilities

IT management

Budgeting

Communication

Multitasking

Legal industry familiarity

Education

Bachelor’s degree and 5+ years of law firm office management experience

Tools

MS Office (Word, Excel, PowerPoint, Teams, Outlook)

iManage

Zoom Rooms

Timeslips

Vendor coordination with IT

Job description

Kang Haggerty is seeking an Office Administrator.

The Office Administrator is primarily responsible for the day-to-day operations of the office(s), including staff (legal and administrative) management and administrative coverage, human resources, facilities management, financial planning and billing, IT management, and internal communications. Wherever possible, additional firm responsibilities will be assigned relative to skill set, specific knowledge, experience, and consideration of work capacity availability. This role will partner with the Managing Member, Hiring Member, Controller, and IT manager on any office-related issues.

The best candidate for this position is someone who is accountable, responsible, direct, punctual, well-spoken, friendly but professional, communicative, diligent, a self-starter, curious-minded, comfortable with difficult conversations, and enjoys both running a law firm’s operations and managing a law firm’s staff.

This position is fully in-person at the firm’s Center City Philadelphia office. The Center City office is open weekdays from 9:00 a.m. to 5:00 p.m. The Office Administrator is expected to arrive in the office before 9:00 a.m.

Essential Job Functions

Facilities Management and Office Operations

• The Office Administrator is expected to be in the office before it opens at 9:00 a.m. and available at the office to both staff and attorneys throughout the business day.
• Oversee firm operations and administrative matters for attorneys and staff.
• Manage and address building issues, security, weather-related closures, and safety and train in emergency procedures.
• Act as the primary contact between the firm and the landlord regarding any facilities projects, maintenance requests, or issues.
• Ensure the proper disposition of client files from creation to final storage; play an integral role in client file acceptance and release as per the onboarding and departure policies.
• Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current.
• Ensure that the office is maintained in good condition, and that all internal and external services supporting the office are functioning effectively
• Coordinate with Systems/Information Technology (IT) vendors to identify critical, practice-specific IT needs and help to ensure that all new and current members and employees have access to the firm’s IT hardware and software tools. When required, work with IT vendors to provide necessary approvals for access to the accounts and systems of departed employees.
• Attend Member meetings, keep the confidential meeting minutes, and provide updates on office management, benefits, staff, and HR-related matters.

Management of Staff and Employees and HR Responsibilities

• Handle onboarding of all new staff and employees.
• Supervise the tasks and deliverables for the administrative assistant.
• Ensure attorney expectations are met and provide feedback and guidance to address any issues.
• Communicate and consistently reinforce all Firm policies and procedures.
• Update the Firm policies and procedures as needed per the Managing Member’s instruction.
• Monitor staff attendance, vacations, PTO, sick days, and other absences from the office and approve timecards.
• Identify and document performance issues and provide feedback. In many instances, collaboratively with supervising Attorney/Hiring Member to resolve interpersonal conflicts and performance concerns through counseling, performance improvement plans and/or termination. Manage employee relations matters in the office, and use judgment on when to elevate when necessary.
• Coordinate legal support assignments and ensure adequate support coverage for the office.
• Optimize planning and utilization of office resources to efficiently and effectively meet office needs.
• Coordinate and provide feedback on annual performance evaluations and compensation for non-exempt staff.
• Assess training needs and propose development opportunities.
• Conduct regularly scheduled staff meetings to discuss firm updates and to field questions from the employees relative to concerns, events, and other office-related issues.

Financial Management and Budgeting

• Prepare and monitor office budget; make recommendations for cost efficiencies and operational needs.
• Review and approve invoices and expenses for the office.
• Build and maintain vendor relationships: negotiation of rates, prompt approval and processing of payments; resolution of billing discrepancies; oversight of office and lounge/cafe supplies and services being provided.
• Coordinate with Managing Member to provide financial forecasting for Members’ meetings.

IT Management

• Strong working knowledge and understanding of IT-related matters, particularly those relating to cybersecurity
• Work with third-party IT company on projects and issues.
• Advance the firm’s IT by implementing new software and hardware and upgrading security protocols.
• Provide basic IT support to employees.

Employee Benefits and Insurance

• Obtain and manage employee enrollment in health insurance, dental insurance, 401(k) program; assist employees with enrollment and answer questions about the firm’s insurance plans.
• Working knowledge of health insurance, dental insurance, 401(k) plans.
• Coordinate with the firm’s broker(s) relating to health insurance, dental insurance, 401(k) plan, malpractice insurance; make recommendations to the Managing Member regarding the same.
• Prepare firmwide memos relating to employee benefits and updates/changes to the same.

Business Development

• Coordinate with the firm’s business development consultant on implementation of marketing programs, sponsorships, and association involvement.
• Ensure administrative staff is updating the website, blog and social media accounts to promote articles, conferences, and additional attorney activities.

Preferences

• Bachelor’s degree and five (5) or more years of law firm office management experience.
• Candidates must be professional, have experience in managing others, including directing workload, performance, management, training, staffing, and recruitment.
• Candidates must be able to arrive at the office before 9:00 a.m. on a regular basis.
• Candidates must have a strong working knowledge of IT-related issues.
• Proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Teams and Outlook.
• Experience with iManage, Zoom Rooms and Timeslips is a plus.
• Excellent oral and written communication skills.
• Ability to manage multiple tasks simultaneously.

More Information

Kang Haggerty is a business litigation firm with over 25 employees. Kang Haggerty pays 100% of premiums for Health Insurance, Dental, Vision, Long-Term Disability, Short-Term Disability and Life Insurance for all eligible employees.

We serve clients throughout the Delaware Valley including, but not limited to, those in the following localities: Pennsylvania including Berks County, Bucks County, Chester County, Delaware County, Montgomery County, and Philadelphia County; New Jersey including Atlantic County, Burlington County, Camden County, Cape May County, Cumberland County, Gloucester County, Salem County, and Mercer County; Delaware including Kent County and New Castle County; and Maryland including Cecil County. We also serve clients in New York.

Office Administrator | Philadelphia Business Litigation Lawyers

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