Office Administrator

Job Description

Job Description

Description:

Nashville Office Administrator / Receptionist / Document Clerk

Position Summary

The Office Administrator is responsible for overseeing the efficient administration and day-to-day operations of the Nashville office. This position works closely with the Managing Members, Accounting, Human Resources, Information Technology, attorneys, and support staff to ensure the office operates smoothly and maintains a professional environment.

The ideal candidate is highly organized, dependable, proactive, flexible, and able to manage multiple priorities while providing exceptional service to attorneys, staff, clients, and visitors. This position also requires the ability and willingness to provide backup support for secretarial and paralegal duties, as needed, to assist with the overall needs of the Nashville office.

Essential Functions

• Manage the reception area,      ensuring that guests and clients are welcomed professionally and that      telephone, mail, and other communications reflect the professional image      of the Nashville office and firm. 
• Open the office each morning and      ensure the office is prepared for daily operations. 
• Manage conference rooms,      including scheduling, refreshments, room setup, and operation of      audiovisual equipment for depositions, meetings, training, interviews,      Zoom conferences, and other events. 
• Manage incoming and outgoing      mail, including stamping, distributing, scanning, filing, and maintaining      the postage machine and related expenses; monitor the office fax machine. 
• Manage FedEx, UPS, and other      deliveries by receiving, scanning, distributing, and filing packages as      needed. 
• Coordinate the activities of      office support staff, including runners and document clerks. 
• Coordinate office maintenance,      repairs, alterations, equipment, furniture, workspace layout, and      housekeeping needs. 
• Maintain and update the Nashville      office telephone directory and applicable public folders. 
• Monitor office supply inventory      and place orders as needed. 
• Oversee the closing of Nashville      office files and ensure all required procedures and documentation are      completed. 
• Coordinate local staff events,      lunches, meetings, and other office activities, as well as assist with      coordinating marketing trips and events. 
• Assist with the purchase of      office supplies, furniture, equipment, and other items in accordance with      firm purchasing policies and budgetary requirements. 
• Oversee the day-to-day      operational needs of the facility, including lighting, heating and      cooling, plumbing, general repairs, shredding services, parking coupons,      kitchen upkeep, dishwasher, and securing the office at the end of the day.      
• Participate in special projects      and assist with planning and coordinating office events. 
• Provide administrative assistance      to Members, Associates, and other attorneys and staff on miscellaneous      projects as needed. 
• Perform basic accounting and      administrative functions, including coordinating with Accounts Payable on      local expenses, preparing and scanning checks, submitting check requests,      and maintaining the firm debit card. 
• Assist the Human Resources      Director with local office needs and initiatives. 
• Serve as a liaison with the      Information Technology Department and assist with local IT needs as      necessary. 
• Make bank deposits and handle      other banking-related errands as needed. 
• Provide backup secretarial and      paralegal support to attorneys and staff, including assistance with      document preparation, filing, scheduling, correspondence, organization of      files, and other administrative or litigation-related tasks as needed.  
• Maintain a flexible approach to      job responsibilities and assist other departments and office personnel      when business needs require additional support.  
• Perform other duties and      responsibilities as assigned. 

Knowledge, Skills & Abilities

• Strong computer skills, including      proficiency with Microsoft Office, and the ability to learn and      effectively utilize firm-specific applications, software, systems, and      processes. 
• Excellent oral and written      communication skills. 
• Exceptional organizational skills      and strong attention to detail. 
• Ability to prioritize and manage      multiple tasks, projects, and deadlines simultaneously. 
• Strong problem-solving,      analytical, and critical-thinking skills. 
• Ability to work independently      while also functioning effectively as part of a team. 
• Professional, courteous, and      service-oriented demeanor. 
• Ability to exercise sound      judgment and discretion when handling confidential and sensitive      information. 
• Ability and willingness to learn      and provide backup secretarial and paralegal support as needed.  
• Dependable, resourceful,      proactive, and able to anticipate office needs. 
• Positive attitude and willingness      to take on a variety of responsibilities. 
• Flexibility and adaptability to      changing priorities and job duties.  

LWND is an equal opportunity employer and does not discriminate on the basis of age, race, gender, religion, color, sex, national origin, marital status, genetic information, sexual orientation, pregnancy status, physical or mental disability, veteran status or other status