Office Administrator

Master Search Solutions; Randolph Township (NJ); On-site; USD 100,000 - 110,000; Full time

Job summary

Master Search Solutions is assisting a long-standing client in recruiting an Office Administrator to supervise two New Jersey offices (Morris County and Bergen County). The role is exempt, standard hours are 8:30a–5:30p with occasional after-hours availability, and requires travel between sites.

You will oversee 30–35 staff across legal, client services and reception, co-manage partners, and lead CRM-driven service metrics.

Qualifications

• 5+ years in office administration or operations management.
• 3+ years leading teams of 20+ people.
• Multi-site experience preferred.
• Experience using AI prompts to improve operations.
• Strong CRM experience, preferably Salesforce.

Responsibilities

• Co-manage the attorneys in two offices with each Office Managing Partner, excluding legal work.
• Run client service and consultation team metrics, response times, and scheduling.
• Oversee day-to-day CRM usage and data integrity; Salesforce preferred.
• Lead HR tasks: recruiting, onboarding, evaluations, PTO coverage, timekeeping and payroll.
• Manage facilities, vendors, purchasing, and office safety and security.

Skills

People leadership

Office operations

AI-driven improvements

CRM proficiency

Process optimization

Tools

Salesforce

n8n

Job description

Our tenured client, a multi-office professional services firm, is searching for an Office Administrator to be responsible for two of their office locations. This position requires travel between one location in Morris County, and another office in Bergen County. Standard hours are 8:30a-5:30p. This is an exempt role and occasionally will need availability outside of those hours

Reporting to the Firm Administrator, the Office Administrator will be responsible for supervising 30-35 people between two offices. This includes legal professionals, a consultation team, client services, and reception staff.

In this role YOU will:

• Co-manage the attorneys in both offices with each Office Managing Partner on everything except legal work — legal work and professional judgment stay with the partners.

• Run the firm’s client service and consultation team: response-time standards, conflict searches before booking, booking/show/conversion metrics, and coverage with their AI phone assistant.

• Day-to-day CRM proficiency required, Salesforce strongly preferred.

• HR side: recruiting and hiring for non-attorney roles, onboarding, evaluations, discipline, scheduling and PTO coverage, timekeeping and payroll.

• Facilities, vendors, purchasing, and office safety and security.

The firm is looking for a team player who:

• Treats the firm like it is their business (thinks like an owner)

• Has strong self-confidence and is great with people

• Notices improvement opportunities, makes suggestions, and takes initiative

• Is a strong relationship builder

• Is capable of having difficult conversations (but can do so in a positive/meaningful way)

• Enjoys being challenged

Our client is looking for someone with 5+ years in office administration or operations management, including 3+ years leading teams of similar scope and size (20+ people). Multi-site experience is preferred.

This is a tech forward position. From an AI perspective, must have experience writing prompts to help improve office operations and efficiencies while reducing redundancies. Required: strong, day-to-day experience using AI tools, including prompting. Very strong plus: building automations or agents with tools like n8n.

Our client offers a competitive salary (in the low 100's), excellent benefits, bonus eligibility, and an amazing, family-oriented, culture

We, like our client, are committed to (and celebrate) diversity, equity, and inclusion.