Office Administrator

Overview Kilpatrick Townsend, a large international law firm, is seeking an Office Administrator for our New York office. This position will be part of a team of attorneys and professional staff providing a high level of service to internal and external clients. The Office Administrator is responsible for the overall administrative management of the assigned office, overseeing human resources, facility operations, and general administrative management. This role supports attorneys and staff in the respective office. It works closely with the Human Resources Department to interpret and implement firm policies and procedures, and with other directors and managers to ensure the firm\'s vision and values are achieved. Essential Job Functions Human Resources Management Work with Human Resources on recruitment and selection of professional staff employees. Coordinate orientation, training, and development of professional staff. Provide support related to attorney recruitment, including orientation and integration of attorneys. Coordinate the staff performance evaluation process for the respective office. Manage employee relations, including motivation, recognition, counseling, discipline, and terminations in conjunction with Human Resources. Evaluate organizational effectiveness and resource allocation. Ensure collection and submission of personnel data records and performance/employment documentation. Perform other staff management functions as designated. Financial Management Coordinate annual budget formulation of operating and capital expense budgets. Manage budget variance analysis and cost control. Assist with client accounting including collections, tracking and reporting hours, billings, accounts receivable, cash receipts, and related data. Responsible for check approval; vendor invoice payments; assistance with banking and trust accounting issues. Work with Procurement to negotiate vendor contracts. Facilities Management Coordinate office lease, design, construction, renovation, maintenance, and moves with Operations leadership. Manage administrative services including reception, mail, fax, supplies, and messengers. Coordinate with landlord/tenant on building issues and communications. Oversee maintenance of the physical location and furniture, fixtures, and equipment (FFE), owned or leased. Oversee inventory control of physical assets, including furniture and library inventory. Ensure a safe and healthy working environment for all personnel and visitors. Coordinate and monitor security procedures and equipment with Operations. General Administration Interpret and implement local policies and procedures. Information management including automation, records administration, and telecommunications. Identify and analyze issues and changes in human resources, financial management, operations, and management. Perform other duties as assigned. Knowledge/Skills Required Required: Bachelor\'s degree in a related field. Minimum of 5 years of administrative, supervisory/management experience; preferably in a legal or professional services environment. Excellent communication skills; ability to communicate effectively at all levels of the firm\'s structure. Availability to work scheduled hours and additional hours as required by business needs. Computer proficiency and technical aptitude with Microsoft products. Strong analytical and problem-solving abilities. Ability to prioritize and execute tasks in a high-pressure environment. Ability to present ideas in business-friendly and user-friendly language. Highly self-motivated and directed. Keen attention to detail. Team-oriented and collaborative. Strong analytical skills and ability to interpret and communicate data. Excellent time management and ability to plan and set priorities. Leadership abilities to analyze data, be loyal to the firm\'s interests, demonstrate urgency, facilitate teamwork, and manage complex employee relations issues; with excellent communication skills. Preferred specializations: PHR or SPHR certification preferred. Prior knowledge and experience dealing with human resources issues strongly preferred. Benefits and Employment Details This is a full-time, regular position with a multi-faceted health benefit package including medical, dental, and vision. The firm also offers life insurance, short-term disability plans, and retirement plans in addition to holidays and paid time off. The firm offers hybrid work schedules combining in-office and remote work days. The pay range for this position in New York is $131,400 - $197,000 annually. Selected applicants will be contacted. Kilpatrick is an Equal Opportunity Employer. For more information about our firm, please visit our website at . Kilpatrick Townsend & Stockton LLP is committed to equal employment opportunity for all persons, regardless of race, color, religion, sex or gender, national origin, age, veteran status, disability, sexual orientation, gender identity, or any other basis prohibited by applicable law. Notice Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Kilpatrick Townsend & Stockton