Office Administrator II

Earle Law Firm; Birmingham (AL); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Flexible Scheduling

Competitive Compensation

Careers Advancement

Job summary

Earle Law Firm in Birmingham, AL seeks an Office Administrator to coordinate all administrative duties and office procedures, ensuring the workplace operates smoothly. You will schedule meetings, process invoices, negotiate with vendors, and maintain office equipment.

The ideal candidate is highly organized with excellent verbal and written communication skills and the ability to implement systems and procedures that support attorneys and staff.

Qualifications

• High school diploma or GED required; some college preferred.
• Experience as Office Manager or similar role preferred.
• Strong organization and ability to manage multiple tasks.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and office technology.
• Ability to maintain confidentiality with client and firm information.

Responsibilities

• Coordinate all administrative duties and office procedures.
• Schedule meetings and client appointments.
• Pay invoices and maintain office budget.
• Negotiate contracts and pricing with vendors and service providers.
• Prepare, file, and organize legal documents and client materials.
• Maintain calendars, reminders, and contact lists.

Skills

Office organization

Administrative support

Client service

Scheduling

Calendar management

Documentation & filing

Communication

Detail orientation

Technology proficiency

Teamwork

Education

High school diploma or GED

Some college coursework

Tools

Microsoft Office Suite

Scanners & copiers

Job description

Benefits/Perks

• Flexible Scheduling
• Competitive Compensation
• Careers Advancement

Job Summary

We are seeking an Office Administrator to join our team. In this role, you will coordinate all administrative duties and office procedures, ensuring the workplace operates smoothly and efficiently. Your responsibilities will include scheduling meetings, paying invoices, negotiating with vendors, and maintaining office equipment. The ideal candidate is highly organized with excellent verbal and written communication skills and the ability to implement systems and procedures.

Responsibilities

• Maintain calendar of appointments and meetings
• Design the office layout with efficiency and organization in mind
• Collaborate with human resources to create, update, and maintain office procedures
• Maintain office equipment in good working order with the assistance of the IT department
• Pay and record invoices
• Negotiate contracts and pricing with vendors and service providers
• Accurately maintain general office budget
• Answer phones, greet clients and visitors, and direct calls or messages to the appropriate attorney or staff member.
• Schedule client appointments, meetings, consultations, court dates, deadlines, and internal office events
• Maintain calendars, reminders, contact lists, and administrative tracking systems.
• Prepare, scan, copy, file, organize, and distribute legal documents, correspondence, and client materials.
• Open, sort, distribute, and process incoming and outgoing mail, packages, and court-related deliveries.
• Assist with client intake, conflict checks, new matter setup, and maintaining accurate client information.
• Maintain physical and electronic filing systems in accordance with firm policies and confidentiality requirements.
• Support attorneys and legal staff with document preparation, proofreading, data entry, and administrative follow-up.
• Coordinate office supplies, equipment, conference rooms, maintenance requests, and vendor communications.
• Assist with billing support, payment processing, expense tracking, deposits, and basic administrative finance tasks as assigned.
• Help ensure office policies, procedures, deadlines, and professional standards are followed.
• Maintain a clean, organized, and professional office environment for clients, staff, and visitors.

Qualifications

• High school diploma/GED required, some college preferred
• Previous experience as an Office Manager or similar position preferred
• Understanding of office equipment, systems, and procedures
• Skilled in Microsoft Office, Excel, and Outlook
• Excellent time management skills and ability to prioritize multiple tasks
• Strong problem-solving skills and attention to detail
• Excellent verbal and written communication skills
• Previous experience in legal office administration, receptionist duties, legal support, or a professional office setting preferred.
• Strong organizational skills and the ability to manage multiple tasks and deadlines.
• Excellent verbal and written communication skills
• Professional, courteous, and client-focused demeanor
• Ability to maintain confidentiality and handle sensitive client and firm information appropriately.
• Proficiency with Microsoft Office, email, calendars, scanners, copiers, and general office technology.
• Attention to detail and accuracy in document handling, data entry, scheduling, and filing.
• Ability to work independently, follow instructions, and assist attorneys and staff as needed.

Skills

• Office organization and administrative support
• Client service and phone etiquette
• Confidentiality and professionalism
• Scheduling and calendar management
• Document preparation, scanning, copying, and filing
• Attention to detail and accuracy
• Time management and follow-through
• Written and verbal communication
• Technology and office equipment proficiency
• Teamwork and willingness to assist where needed