Director of Office Administration

Summary:

The Director of Office Administration oversees office operations & facilities for the New York office, and smaller office(s) as needed. This role is responsible for overseeing the efficient management of day-to-day office operations and administrative functions. This includes the active stewardship of the office?s financial performance (time entered, invoices out, collections), attorney productivity, and coordination of office services, secretarial, facilities management, office supplies, vendor relations, and the overall administrative support to the firm?s attorneys and staff. The Director will work closely with Firm and office leadership to enhance operational efficiency and ensure that the office environment is conducive to high productivity and client satisfaction.

Experience Required:
? Minimum of 7-10 years of experience in office management or administrative services, with at least 3-5 years in a supervisory or managerial capacity in a law firm or professional services environment.

Budgeting, Cost Control, and Financial Responsibilities: ? Oversee the financial plan for the office and its execution, ensuring that operational costs are controlled, and expenditures are within approved limits. Monitor spending on supplies, services, and office-related expenses. ? Manage the allocation of resources, including office supplies, technology, and equipment, ensuring that staff has the tools they need to perform their work efficiently while avoiding over-purchasing or waste. ? Support attorneys in reviewing and managing aged WIP to ensure timely revenue recognition and collections. ? Oversee the billing group to ensure timely, accurate invoicing and adherence to billing procedures, working closely with attorneys to resolve any discrepancies. ? Manage outstanding collections by coordinating with attorneys to address overdue payments.

Strategic Leadership:
? Provide strategic oversight to the New York and smaller offices, ensuring alignment across operational, facilities functions, and employees to deliver seamless service and responsive support.
? Continuously evaluate office procedures and administrative workflows, identifying areas for improvement and
? implementing more efficient practices to reduce costs, enhance productivity, and improve service levels.
? Develop strong, helpful, and healthy relationships with all attorneys and staff in the office, other Office Administrators and other colleagues operating throughout the firm.
? Assist in the planning and execution of office openings and relocations, including coordinating the setup of new office spaces, overseeing logistics, ensuring proper furnishings, technology, and supplies are in place, and working with vendors and contractors to get new spaces up and running efficiently.

People Management:
? Supervise a team of administrative staff, including Operations, Secretarial and Paralegal employees. Provide day-to-day guidance to ensure tasks are completed accurately, on time, and in alignment with firm standards.
? Establish clear goals, expectations, and performance standards for staff. Monitor performance and ensure the team is meeting individual and collective objectives.
? Offer consistent leadership, coaching, and mentoring to team members, helping them improve skills, handle challenges, and develop professionally within the firm.
? Collaborate with Human Resources to address and resolve any performance-related issues within the team, taking appropriate corrective action when necessary, and ensuring compliance with firm policies and procedures.

Office Operations & Facilities Management:
? Manage relationships with external vendors (e.g., office supply companies, maintenance services, security firms), negotiating contracts, overseeing service level agreements (SLAs), and ensuring that services are delivered to meet firm expectations.
? Plan and implement office space requirements, including managing office layouts, seating arrangements, and conference room setups based on staff needs.
? Responsible for all aspects of managing the physical space, including space planning (including needs of visiting attorneys from other offices), office relocation, lease negotiation, relationship with building landlord, mail, reprographics, reception, and food services.
? Ensure that the office environment reflects the firm?s brand and enhances the client experience. Oversee guest services, including reception, waiting areas, and client meetings.
? Ensure effectiveness of office security programs and office disaster preparedness efforts.

Administrative Support and Workflow Efficiency
? Develop and implement best practices for administrative tasks (e.g., document management, correspondence, meeting coordination, etc.) to streamline workflows and improve efficiency.
? Ensure that administrative resources are aligned with the needs of attorneys and staff, providing essential support for daily activities such as filing, research, client communications, and scheduling.

Collaborate with the billing department to address outstanding billing issues and assist with the resolution of billing discrepancies to optimize cash flow.

Travel:

This role requires occasional travel to the Pittsburgh office.

Education Required:

A bachelor?s degree in business administration, office management, or a related field is preferred.

The expected salary range for this position ranges from $160,000 -$210,000. It is not typical for offers to be made at or near the top of the range. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and Firm factors are also considered. In addition to the base salary and a generous employee benefits package, successful candidates are eligible to receive a discretionary bonus.

Epstein Becker Green is an Equal Opportunity Employer.

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