Regional Office Administrator

Nicolaides Fink Thorpe Michaelides Sullivan LLP; Chicago (IL); Hybrid; USD 128,000 - 173,000; Full time

Job summary

Nicolaides Fink Thorpe Michaelides Sullivan LLP seeks a Regional Office Administrator to provide operational leadership for the Chicago, Dallas, and Denver offices. Working closely with the COO and office leaders, you will oversee office operations, onboarding and departures, facilities, vendor relationships, events, and budgets across three locations.

Based in Chicago four days a week with one remote day, the role offers room for growth, performance-based raises, and discretionary bonuses.

Qualifications

• Bachelor’s degree strongly preferred; candidates with an equivalent combination of education and relevant experience will be considered.
• 10+ years in office administration, workplace operations, or professional services management; law firm experience strongly preferred.
• Demonstrated experience supervising employees, managing vendors, coordinating facilities, and balancing priorities across multiple locations.
• Proficiency with Microsoft 365 and the ability to learn and administer Firm systems, workflows, and vendor platforms.
• Ability to work primarily from the Chicago office four days per week, travel periodically among Firm offices, and provide additional support when operational needs require.

Responsibilities

• Act as the primary administrative contact for day-to-day operational needs across the Chicago, Dallas, and Denver offices.
• Maintain safe, welcoming, and efficient offices across locations including repairs, supplies, and space management.
• Partner with local leaders to identify coverage needs and improve office operations across locations.
• Coordinate onboarding and departures in partnership with Talent Acquisition, HR, IT, Finance, and department leaders.
• Manage orientation schedules, workspace readiness, and equipment readiness, including access and security.

Skills

Leadership

Vendor management

Facilities management

Project management

Communication

Problem solving

Education

Bachelor’s degree

Tools

Microsoft 365

Job description

Position Summary

The Regional Office Administrator provides operational leadership for the Firm’s Chicago, Dallas, and Denver offices. Working closely with the Chief Operating Officer, local office leadership, and administrative department leaders, this position requires a hands‑on approach to ensure a consistent, professional, and well‑supported workplace across all three locations. The role oversees office operations, employee arrivals and departures, facilities, administrative staffing, vendor relationships, events, budgets, invoices, and operational initiatives while coordinating with Human Resources, Talent Acquisition, Information Technology, Finance, Marketing, and other Firm functions.

This role is primarily based in Chicago, with periodic travel toother Firm offices as needed. The role is four days a week in office, with the option to work remotely one day/week.

This is an exempt role, with compensation starting at $150,000; final offer details will be based on experience, qualifications, and overall fit for the role. The compensation package includes potential for annual performance‑based raises and discretionary bonuses.

Key Responsibilities

Office Operations

• Act as the primary administrative contact for day-to‑day operational needs across the Chicago, Dallas, and Denver offices, responding professionally to employees, attorneys, visitors, building management, and vendors.
• Maintain safe, welcoming, and efficient offices, including oversight of repairs, supplies, food and beverage service, records destruction, visitor access, signage, mail, workspace assignments, directories, and other workplace services.
• Partner with local leaders and administrative teams to identify coverage needs, address service gaps, and improve office operations across locations.
• Coordinate the office‑administration components of attorney and staff onboarding and departures in partnership with Talent Acquisition, Human Resources, Information Technology, Finance, and department leaders.
• Manage orientation schedules, communications, workspace and equipment readiness, building access, office tours, required notifications, equipment returns, workspace closeout, transition logistics, and checklist completion.
• Help standardize onboarding and offboarding forms, handoffs, tracking, and follow‑up across offices.

Employee Experience

• Serve as a visible ambassador for the Firm and help foster a collaborative, service‑oriented culture and consistent workplace experience across offices.
• In partnership with Marketing and local leadership, plan and execute office events, employee‑recognition activities, retreats, educational programs, and special gatherings, including budgets, venues, travel, meals, materials, gifts, and onsite logistics.
• Coordinate office artwork, branding, signage, and other workplace‑enhancement initiatives with Marketing and outside vendors.

Team Leadership and Administrative Support

• Directly supervise assigned paralegals, office services, reception, and other designated administrative personnel; set priorities, provide coaching, approve time and leave requests, ensure reliable coverage, and support annual performance and compensation processes.
• Coordinate with the Associate Office Administrator and other managers responsible for legal assistant supervision to support consistent service, workload coverage, training, and communication across offices.
• Participate in recruiting and interviewing for administrative positions and provide input on staffing needs.
• Address employee relations, accommodation, performance, and separation matters in partnership with Human Resources and the Chief Operating Officer, following Firm procedures and applicable requirements.
• Lead or support operational initiatives and special projects assigned by the Chief Operating Officer.

Facilities, Property Management, and Business Continuity

• Manage property‑management relationships and coordinate building communications, access credentials, parking, deliveries, loading‑dock access, certificates of insurance, and vendor visits.
• Coordinate workplace safety activities, emergency planning, inspections, drills, and required postings with appropriate internal and building resources.
• Lead or support office openings, expansions, relocations, renovations, and reconfigurations, coordinating with internal stakeholders and outside service providers.
• Maintain operational readiness and promptly elevate facility, security, technology, or service disruptions to the appropriate internal and external resources.

Vendor and Financial Administration

• Research, recommend, onboard, and manage assigned vendors; monitor service quality, contract terms, costs, responsiveness, and opportunities for savings.
• Review and approve assigned office and facilities invoices and corporate‑card charges; support monthly reconciliation and maintain appropriate documentation in coordination with Finance.
• Administer designated annual attorney registration processes, coordinating additions, changes, renewals, and removals with appropriate internal teams and service providers.

Qualifications

• Bachelor’s degree strongly preferred; candidates with an equivalent combination of education and relevant experience will be considered.
• 10+ years in office administration, workplace operations, or professional services management; law firm experience strongly preferred.
• Demonstrated experience supervising employees, managing vendors, coordinating facilities, and balancing priorities across multiple locations.
• Sound judgment and discretion when working with confidential employee, attorney, financial, and business information.
• Excellent written, verbal, organizational, relationship‑management, and problem‑solving skills.
• Proficiency with Microsoft 365 and the ability to learn and administer Firm systems, workflows, and vendor platforms.
• Ability to work primarily from the Chicago office four days per week, travel periodically among Firm offices, and provide additional support when operational needs require.

Core Competencies

• Operational leadership and follow‑through
• Professional judgment and confidentiality
• Client‑service mindset
• Clear communication and collaboration
• People leadership and coaching
• Planning, prioritization, and problem solving
• Financial and vendor stewardship
• Adaptability and continuous improvement

Nicolaides Fink Thorpe Michaelides Sullivan LLP is an Equal Opportunity Employer M/F/D/V. We support and encourage workforce diversity. We do not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, gender identity, disability or any other category prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities, and termination.

NOTICE TO LEGAL SEARCH FIRMS: Nicolaides Fink Thorpe Michaelides Sullivan LLP does not accept applications or resumes from placement or search agencies. There are no exceptions to this policy, no contract will be formed and no placement fee will be paid with respect to any resume submitted to the Firm by an agency. Resumes received by agencies will be immediately discarded.