Office Administrator - Seattle Office

FOSTER GARVEY; Seattle (WA); On-site; USD 155,000 - 200,000; Full time

Benefits offered by this job

In-person training

Virtual training

Office collaboration across offices

Wellness program

Job summary

Foster Garvey PC in Seattle is seeking an Office Administrator to lead both the support services and legal practice support teams, ensuring smooth operations and strategic staffing. This on-site, full-time role reports to the Chief People Officer and collaborates across offices.

You will manage staff supervision, payroll, leaves, onboarding, budget planning, vendor relations, and the Seattle office move. Strong organizational, communication, and cross-team collaboration skills are essential;

Qualifications

• Bachelor’s degree preferred and 7+ years in legal office administration or professional services.
• Supervisory experience with 30+ staff is required.
• Experience with HR-related processes and policy implementation is a plus.

Responsibilities

• Oversee local support services and legal practice support teams.
• Lead recruitment, onboarding, and staff development in coordination with HR.
• Manage payroll submissions, PTO tracking, leaves of absence, and benefits.
• Plan Seattle office budget and organize employee events and gatherings.
• Coordinate vendor relations, facilities, and the Seattle Office Move project.

Skills

Organizational skills

Communication skills

Relationship building

Cross-department collaboration

Education

Bachelor’s degree preferred

SHRM certification (or HR cert)

Tools

Microsoft Windows

Word Processing

Spreadsheets (Excel)

Chrome River

Top Performance

High Q | Thomson Reuters

Job description

Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is seeking a highly organized and dynamic individual to join our Seattle office as the Office Administrator. This is a key leadership role, overseeing both the support services teams and the legal practice support teams. The ideal candidate will be a proactive, solution-oriented professional with a strong ability to lead, collaborate, and ensure smooth operations within the office.

As the Office Administrator, you will be the primary point of contact for office management, working closely with the Chief People Officer, other Office Administrators, and the Chief Executive Officer. This position involves a variety of tasks, from staff supervision and recruitment support, to coordinating employee development and ensuring the efficient operation of the office.

This is a full-time exempt position that requires working on site in Foster Garvey’s Seattle office Monday through Friday.

Responsibilities

Staff Supervision & Leadership

• Oversee local support services staff, including Central Support Services, Document Processing, and Facilities
• Oversee the legal practice support teams, including Legal Practice Assistants and Project Managers, ensuring staffing needs are met and workflow is efficient
• Support recruitment efforts for staff under supervision, including assisting in the hiring process, onboarding, and ensuring the smooth integration of new team members
• Manage performance evaluations and professional development of staff under supervision, in coordination with Human Resources
• Provide coaching, feedback, and progressive discipline as necessary for both support services and legal practice support staff
• Foster a supportive work environment that emphasizes teamwork and growth for all staff members
• Seek out and encourage appropriate training and development opportunities for staff to enhance their skills and contribute to their professional growth
• Serve as an advocate for staff, resolving issues between attorneys and support teams when needed
• In conjunction with the Practice Group Leaders, establish staffing assignments for legal practice support teams and attorneys to ensure that all teams are adequately staffed and operational

Attorneys

• The Office Administrator is responsible for providing support for attorneys, including assisting with the hiring process, assisting with attorney departures, and ensuring attorneys and attorney workflow are adequately staffed
• Communicate regularly with Practice Group Leaders to discuss areas of concern, future hiring needs, and overall feedback related to attorney staffing and workflow

General Office Management

• Coordinate temporary hires and manage related staffing needs in collaboration with Human Resources
• Review payroll submissions and track PTO for all staff under supervision
• Manage leaves of absence, rewards programs, and employee gifts in partnership with Human Resources
• Schedule and facilitate regular meetings with staff, ensuring alignment on legal best practices and Firm-wide updates
• Support Firm-wide initiatives and assist in administrative tasks across departments such as payroll, benefits, billing, and IT

Policies & Procedures

• Ensure adherence to office policies, including compliance with state and federal employment laws, posters, and notices
• Stay up to date on relevant employment regulations and serve as a resource for staff regarding office policies

Budget & Event Coordination

• Prepare and manage the Seattle office budget
• Plan and organize a variety of employee events and gatherings, including welcome and farewell events, holiday parties, Staff Appreciation Week, attorney dinners, monthly lunches, and social events to enhance employee engagement

Vendor & Facilities Management

• Oversee vendor and subtenant relationships, ensuring smooth office operations
• Manage office location assignments in collaboration with Practice Group Leaders
• Work with administrative departments on software and policy implementation as needed

Seattle Office move

The Office Administrator will be responsible for the Seattle Office Move Project, working alongside our CEO and other leaders to ensure a smooth move for the Seattle office. This includes preparing for the move by helping to organize and work with the Firm’s Records Manager, attorneys, and LPAs to ensure files and records are scanned, and paper files are destroyed, as necessary. Responsibilities will include working with the Facilities Manager to return the current office space to property managers’ expectations.

Other Responsibilities

• Participate in Firm and local committees as required
• Support other Office Administrators by providing overflow assistance, covering leave, and helping with Firm-wide projects
• Attend management team and other relevant meetings
• Additional duties and projects as assigned

Job Requirements

Skills

• Exceptional organizational skills with the ability to prioritize multiple tasks and anticipate future needs
• Excellent written and verbal communication skills, with a commitment to providing outstanding customer service
• Ability to build strong working relationships across departments and serve as a resource for staff on best practices and procedures
• Strong proficiency with Microsoft Windows, Word Processing, Spreadsheets (Excel), Chrome River, Top Performance, and High Q | Thomson Reuters

Education and Experience

• Bachelor’s degree preferred
• Minimum of seven (7) years of progressively responsible experience in legal office administration or other professional services
• At least seven (7) years of supervisory experience, with experience managing teams of 30+ employees
• Prior experience as a legal assistant or paralegal is highly desirable.
• SHRM certification or other HR-related certification is a plus
• Any satisfactory combination of experience and education will be considered

Perks

• In-person and virtual training opportunities.
• Collaboration across all Foster Garvey offices.
• Workplace Wellness Program, and more!

Salary Range

The pay range for this position is $155,000-$200,000 annually; however, actual pay may vary depending on the candidate’s education, training, experience, and other job-related factors permitted by law.

Other Compensation and Benefits

• Medical, dental, and vision insurance
• 401(k) retirement plan, match, and profit-sharing
• Commuter allowance
• Paid time off plus paid holidays throughout the calendar year
• Disability and life insurance
• Parental leave
• Community service leave
• Annual discretionary bonus and more!

**The provision of benefits is contingent on an employee’s ability to meet the eligibility requirements for the various types of benefits as outlined in the benefit plan documents and Firm policies.

Pre-Employment Screening

Any job offer will be contingent upon successful completion of a pre-employment background screening.

Foster Garvey PC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital status, military or veteran status, disability, sexual orientation, gender expression or identity, genetic information, or any other basis prohibited by federal, state, or local law.