Office Administrator

Job Description

Job Description

The Office Administrator plays a key leadership role in ensuring the smooth and efficient operation of the Orlando office. Reporting to the Chief Operating Officer and working in close collaboration with the Director of Human Resources and the Administrative Partner, this position is responsible for overseeing all aspects of the office administration, including staff management, workflow coordination, and operational support. The Office Administrator must demonstrate exceptional organizational and communication skills, sound judgement, and the ability to manage multiple priorities in a dynamic and fast-paced legal environment.

Responsibilities

• Supervise non-exempt personnel in the Orlando office (excluding Information Technology, and Accounting staff).
• Manage the full recruitment life cycle, including identifying staff needs, sourcing candidates, conducting interviews, and facilitating the hiring and onboarding of qualified personnel.
• Responsible for employee orientation, development, and training, including firm policies and procedures.
• Administer period staff performance reviews.
• Ensure workloads are equitable and fairly prioritized
• Monitor PTO usage and ensure adequate coverage during staff absences.
• Monitor work schedules, lunch breaks and overtime.
• Provide counseling to support staff with the concurrence of the Director of Human Resources.
• Assist with planning and execution of office events and functions.
• Ensure all office/attorney licensing requirements are met for the Orlando offices.
• Maintain compliance with office policies and procedures; ensure staff adherence to firm standards.
• Assist with the preparation of the annual budget under the direction of the Chief Operating Officer and Chief Financial Officer.
• Oversee daily administrative operations, including facilities, office equipment, supplies, and vendor relationships.
• Supervise Office Services personnel to ensure a clean, professional, and organized office environment.
• Manage mail, messenger, and delivery services.
• Ensure offices and workspaces are properly prepared for new hires.
• Support the Chief Operating Officer in office construction projects, renovations, and relocations.
• Manage file system procedures and offsite storage.

Qualifications and Requirements

• 5-7 years of office management or administrative experience, preferably in a law firm or professional services environment.
• Bachelor’s degree in Business Administration, Human Resources Management, or a closely related field, or equivalent work experience preferred.
• Excellent interpersonal and communication skills.
• Strong organizational skills and attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite and general office technology.
• Experience with legal software (e.g., document management, timekeeping systems) is a plus.
• Ability to lift up to 20lbs.

Benefits

• Competitive salary
• Cell phone stipend
• 401(k) plan with employer match after one year of service
• 18 days of paid time off (PTO)
• Paid parking
• Health insurance with firm-paid HSA contributions on select plans
• Dental and vision Insurance
• Firm-paid life insurance
• Optional Aflac supplemental plans
• Complimentary subscription to the Calm app, offering guided meditations, sleep support, and mindfulness tools
• Access to a company-sponsored financial wellness program