SUMMARY
The Office Administrator performs a wide variety of operational, administrative, accounting, housekeeping, maintenance, and oversight duties, which include providing a high level of support to the law firm staff and administration, while consistently producing an excellent work product.
The Office Administrator job description sets forth the authorities and responsibilities of this position and may be changed from time to time as shall be deemed.

JOB DESCRIPTION

• Performing bookkeeping tasks including payment processing, bank deposits, paying invoices, entering and reconciling credit card charges, managing vendors, etc.
• Manage firm business and trust accounts in coordination with the billing coordinator and the COO.
• Receptionist duties include answering phones, greeting and assisting visitors
• Driving the client intake process including completing intake sheets and running conflict checks
• Entering client expenses such as Westlaw, FedEx, etc.
• Managing deliveries including mail, packages, supplies, groceries, etc.
• Coordinate daily lunch by gathering and submitting orders
• Update and post various firm directories such as phone extensions, staff assignments, etc.
• Coordinate conference room assignments and manage clients during meetings, arbitrations, and mediation. Ensure conference rooms are set up and cleaned up.
• Coordinate and deliver catering for visitors / meetings. Includes setup and cleanup
• Assist in processing courier requests and express mailing needs
• Make photocopies and deliver finished project according to schedule. Assist with troubleshooting technical problems with copiers.
• Meters mail and packages for delivery to post office/mailbox
• Clean, stock and organize kitchen, supply rooms and pantries. Coordinate with other staff members to ensure timeliness and quality
• Manage office supplies including ordering, storage, and inventory
• Ensure copy room and copiers are properly supplied and working
• Performing various projects and tasks in support of the COO and Billing Coordinator
• Actively participate in new hire onboarding and offboarding by completed assigned tasks on various checklists
• Prepare files for archives and archive files. Manage archive requests and returns
• Assist with general appearance of office and placing maintenance requests with vendors and building management
• Other administrative responsibilities as requested

SERVICE/SUPPORT

• Responds to staff/attorney requests in a professional manner
• Identifies and responds to staff/attorney issues/problems in a timely manner, and seeks feedback/follow up as appropriate
• Builds effective working relationships as appropriate

FIRM KNOWLEDGE

• Demonstrates knowledge of the firm's culture, practices, business, and structure
• Demonstrates knowledge and adherence to basic firm policies, procedures, and processes

INITIATIVE

• Takes initiative beyond routine responsibility
• Seeks out and accepts new responsibilities
• Seeks development opportunities to enhance skills

ACCOUNTABILITY

• Highly ethical and trustworthy
• Understands and implements firm policies
• Maintains strict confidentiality with regard to financial data and related information
• Owns mistakes and takes corrective action
• Meets work deadlines as assigned
• Meets firm standards for attendance and punctuality

WORK MANAGEMENT

• Works well independently
• Demonstrates dedication to producing quality work product
• Pays attention to detail when completing work assignments
• Organizes and prioritizes workload appropriately
• Utilizes resources appropriately to complete work in the most efficient manner
• Cooperates and demonstrates flexibility when facing challenge or change

COMMUNICATION

• Interacts effective and courteously, in person, by telephone, and in writing with attorneys, coworkers, and other business professionals
• Proactively communicates the status of work
• Understands the need to ask questions and seek guidance
• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing

TEAMWORK

• Builds effective relationships with coworkers
• Participates and contributes fully as a team member

SKILLS

• Must be technology savvy and experienced with Microsoft Office. Knowledge of legal systems is preferred, especially Centerbase and NetDocuments. Familiarity with VOIP systems (Zoom Phone) and technology in general is important. This includes copiers, binding machines, copy machines, scanners, etc.
• Accounting experience including accounts payable and accounts receivable
• Phone experience and comfort communicating with our clients is a must.