Office Administrator

Honigman LLP; Washington (District of Columbia); On-site; USD 100,000 - 140,000; Full time

Benefits offered by this job

401K and profit sharing

Generous All Purpose Leave program

Healthcare benefits

Learning and development programs

Job summary

A leading business law firm is seeking an Office Administrator for their Washington D.C. office. This role is responsible for managing all business functions, supporting attorneys, and participating in HR strategic initiatives. The ideal candidate should have a Bachelor’s degree and at least 5 years of relevant experience in a management role. The firm offers a competitive compensation package with a salary range of $100,000 to $140,000 and comprehensive benefits including healthcare and 401K.

Qualifications

• Minimum of 5 years of experience in a senior management position.
• Prior experience with legal or professional service organizations highly preferred.
• Ability to identify and analyze complex operational issues.

Responsibilities

• Manage all business functions and non-attorney personnel in the Washington D.C. office.
• Ensure the office functions efficiently and economically.
• Participate in the human resources function including hiring and orientation.

Skills

Communication skills

People skills

Detail oriented

Confidentiality

Education

Bachelor’s degree in HR, business admin, or related field

Tools

MS Office Suite/Office 365

Job description

Honigman is a premier business law firm, based in Michigan with an international practice. Honigman is consistently recognized as one of the 101 Best and Brightest Places to Work, we earned this recognition by recruiting attorneys and staff members with outstanding credentials. Currently, we are looking for a Office Administrator in our Washington D.C. office. In addition to our D.C. office, we have offices in Grand Rapids, Lansing, Ann Arbor, Bloomfield Hills, Kalamazoo, Detroit, MI, and Chicago, IL. With more than 350 attorneys working in 60 different areas of concentration, Honigman provides timely and cost-effective counsel to clients in numerous industries.

Overview

JOB SUMMARY

Under the supervision of the Human Resources Department and in concert with the respective Office Managing Partner, the Office Administrator is responsible for managing all business functions and non-attorney personnel in the Washington DC office. The Office Administrator will ensure: (i) the office functions efficiently and economically; (ii) attorneys and paralegals are provided the support required to enable them to deliver superior client service in an efficient manner; (iii) creative, effective solutions to productivity challenges are devised and implemented; (iv) the office is a fully integrated, smoothly functioning entity of the firm; and (v) all attributes of a respectful workplace are maintained where all can thrive. As a member of the Human Resources Team, the Office Administrator will also be actively involved in firm-wide HR strategic initiatives and duties.

Responsibilities

Human Resources

• In accordance with the firm's policies and practices, participate in conduct of the human resources function including human resources planning, performance planning, standard setting, providing constructive and developmental feedback, hiring, orientation and onboarding, evaluation, salary administration and professional development and termination. Interact with the Director of Benefits regarding administration of benefit programs and policies.
• Actively facilitate the upskilling and reskilling of office employees to embrace workplace change with the onset of AI and related technologies.
• Demonstrate a high level of emotional intelligence.
• Approve and manage all employee vacations and overtime. Approve all employee time reporting and ensure timely transmission to Payroll Department.
• Maintain a professional and positive work environment by facilitating effective communication and information sharing throughout the office.
• Oversee employee relations and resolution of employee concerns.
• Assist with other firm-wide HR initiatives and events.

Central Services, Facilities and Records Services

• Coordinate with the Director of Operations and Facilities Department in managing maintenance of the physical facilities, furnishings and equipment of the offices, including asset management, planning and coordination of office space expansion, intra-office and inter-office moves, pricing, purchasing and maintenance of equipment, furniture, some supplies and outside services.
• Participate as a member of the firm's disaster recovery team.
• Coordinate with the Director of Operations and Information Governance leadership on the operations of the firm's record management systems, including managing local file storage and coordinating the closing of appropriate client files.
• Consult with the Director of Operations when attorneys join or depart from the firm.
• Maintain key card system for office.
• Oversee coordination of all central services functions of the offices — client deliveries (including interfacing with outside delivery services), mail, copying, faxing, etc.
• Oversee food catering vendors and manage the food ordering processes and related costs.
• Coordinate office space assignments, and oversee facility maintenance, security, parking, housekeeping and other relevant facilities matters.
• Collaborate with landlord and building management to ensure proper working environment and quiet enjoyment.
• Review and approve invoices for purchases.
• Interact with vendors on issues related to the office.

Financial Systems and Accounting

• Work with applicable department leadership on all financial matters.
• Participate in the preparation of and monitor the annual budget for the office. Implement and administer the approved budget and policies to achieve operating and financial objectives.
• Assist with the handling of client payments and vendor disbursements as needed.

Information Systems

• Coordinate with applicable IT department leadership regarding effective operation of computer and telecommunications systems, including the implementation of software and hardware upgrades or new installations.
• Provide administration and local supervision of on-site IT business professionals. Assist with evaluating office technology needs for new equipment and programs.

Business Development

• Coordinate with the applicable department leadership to assist with marketing and business development efforts, as requested.

Other

• Function as a local champion for firm-wide initiatives.
• Event planning annual holiday party, summer social, quarterly events, partner meetings, etc.

Qualifications

• Bachelor’s degree in human resources, business administration, finance or related field required.
• Minimum of 5 years of experience in a senior management position.
• Prior experience with legal or other professional service organizations highly preferred.
• Ability to identify and analyze complex operational and human relations issues and problems and recommend and implement solutions.
• Superior written and verbal communication skills.
• Excellent people skills and customer services skills.
• Detail oriented and professional.
• Advanced understanding of office management practices.
• Ability to organize and prioritize tasks, delegating when appropriate.
• Ability to maintain confidentiality.
• Extremely proficient in MS Office Suite/Office 365.
• Ability to travel locally.

Pay Range and Compensation Package

Honigman provides a generous total compensation package, which includes comprehensive health and well-being benefits, as well as 401k and profit sharing. The anticipated annual pay range for this role is $100,000 to $140,000 (exempt). The actual offered pay rate will be determined based on various factors, including qualifications, experience, geographic location, education, external market data, and internal equity considerations.

Benefits & Additional Information

Successful candidates will enjoy an exceptional career opportunity within a welcoming environment. Eligible employees can also take advantage of Honigman’s comprehensive benefits program, highlights of which are below:

• Healthcare, life and disability insurance
• 401K and profit sharing
• Generous All Purpose Leave (APL) program that increases with tenure
• Well-being programs (e.g., mental health services, medical resources, and more)
• Learning and development programs

For more information, click on “Our Benefits” when you visit: Honigman.com/careers-business-professionals

Honigman is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, disability or any other category prohibited by applicable local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, and termination.