Office Administrator

Administrative Coordinator + Legal Support

Reports to: Managing Attorney; coordinates with attorneys and the firm's accounting support

About OLG

Oakland Lawyers Group, PLLC ("OLG") serves as Outside Counsel with an In-House Mindset. We support businesses with practical legal guidance across transactions, litigation, and day-to-day business matters. Our team values responsiveness, sound judgment, collaboration, and ownership of the work.

Position Summary

OLG is seeking an organized, proactive administrative coordinator / assistant to take ownership of daily office operations and provide dependable support to the Managing Attorney and legal team. Office operations and administrative coordination are the core of this role. Responsibilities also include legal assistant support, accounts payable for outside vendors, and administration of the firm's vendor contracts and service agreements.

Join OLG in a crucial role at the center of a collaborative, fast-paced legal team. We are looking for a resourceful, detail-oriented Administrative Coordinator / Assistant who enjoys bringing order to complex workflows, anticipating needs, and keeping people and priorities moving forward. You will take ownership of day-to-day office operations, provide trusted support to the Managing Attorney and attorneys, and help strengthen the systems that support our clients and firm. This varied role offers the opportunity to make an immediate impact through office leadership, legal administrative support, vendor and contract coordination, and accounts payable administration.

Administrative Support

• Coordinate daily office operations, supplies, equipment, mail, deliveries, and meeting spaces; keep the office organized and functioning efficiently.
• Serve as the primary administrative contact for outside vendors, building management, technology support, and other service providers; track requests through resolution.
• Manage calendars, schedule meetings, coordinate travel and logistics, and prepare correspondence and meeting materials.
• Answer and route calls, welcome visitors, and respond professionally to routine client and vendor inquiries.
• Support employee onboarding and offboarding logistics, including equipment, access requests, workspace setup, and administrative checklists.
• Maintain firm administrative records and written procedures; identify practical improvements and follow through on implementation.
• Support the Managing Attorney with projects, task tracking, follow-up, and coordination across the team.
• Maintain recurring administrative calendars and checklists for office deadlines, renewals, meetings, and other time-sensitive obligations.
• Develop consistent systems for supply ordering, equipment inventory, office access, and service-request follow-up, and communicate material issues to the Managing Attorney.

Legal Assistant Support

• Format, proofread, and assemble legal documents and correspondence at attorney direction.
• Coordinate signatures, scans, copies, document delivery, and routine filing or service tasks as trained and assigned.
• Maintain electronic matter files and assist with intake administration, matter opening and closing, and records retention processes.
• Schedule client meetings, depositions, hearings, and other matter-related appointments; enter and track deadlines as directed by attorneys.
• Communicate routine status information and document requests at attorney direction and route substantive legal questions to the responsible attorney.
• Protect attorney-client privileged and confidential information and follow firm procedures for document handling, access, transmission, and disposal.
• Assist attorneys with maintaining orderly matter timelines, status trackers, and promptly communicate approaching deadlines.

Accounts Payable & Vendor Administration

• Receive and organize outside-vendor invoices; confirm supporting documentation, identify discrepancies or potential duplicates, and obtain required approvals.
• Enter approved invoices into the firm's accounting system or transmit them to accounting support, as applicable.
• Track invoice due dates and payment status; coordinate approved payments with the authorized approver or accounting provider.
• Maintain vendor contact information, tax documentation, and invoice records; coordinate verification of new or changed payment details through the firm's approved process.
• Respond to routine vendor billing questions and follow up on credits, discrepancies, and overdue items.
• Support internal controls by maintaining organized approval records and promptly escalating unusual, urgent, or potentially fraudulent payment requests.

Vendor Contract Management

• Maintain a central repository and tracking log for the firm's leases, subscriptions, service agreements, and other vendor contracts.
• Track renewal dates, cancellation notice deadlines, pricing changes, payment terms, and other administrative obligations; flag upcoming decisions early.
• Coordinate quotes, contract routing, attorney review, approvals, signatures, and retention of executed agreements.
• Follow up with vendors on service issues and contractual deliverables; provide organized information to support renewal and purchasing decisions.
• Route legal interpretation, negotiation, contract approval, and spending authorization to the Managing Attorney or designated approver.

Qualifications

• Prior experience in office management or administrative support; law firm or professional services experience is preferred.
• Demonstrated ability to coordinate office operations, vendors, schedules, and multiple priorities with consistent follow-through.
• Experience with invoice processing, basic accounts payable workflows, and contract or subscription tracking.
• Strong proficiency in Microsoft Outlook, Word, Excel, and PDF tools; familiarity with legal practice management and accounting software is preferred.
• Strong communication, proofreading, recordkeeping, and customer service skills.
• Discretion, sound judgment, attention to detail, and comfort handling confidential client, personnel, and financial information.
• Ability to work independently within established authority, resolve routine issues, and escalate matters requiring legal judgment or management approval.
• Ability to maintain practical tracking tools, written procedures, and status reports that make deadlines, ownership, and next steps clear.
• Demonstrated ability to exercise professional judgment, communicate priorities clearly, and adapt to changing assignments in a fast-paced legal environment.

Success in This Role

Office needs are handled proactively; administrative tasks move forward without repeated reminders; invoices reach the appropriate approver on time; contract deadlines are tracked; and attorneys receive reliable legal assistant support. Success also requires maintaining accurate administrative records, anticipating recurring needs, communicating risks and bottlenecks proactively, and providing clear status updates.

Compensation, Benefits & Culture

We offer a competitive compensation package, including medical benefits, a 401(k) match, paid time off, and flexible work schedules. Workplace perks include unlimited snacks and coffee, catered lunches, and team happy hours. Most importantly, we prioritize an excellent work/life balance in a collaborative, casual, and intellectually challenging environment where team members can do meaningful work and grow professionally.

Equal opportunity employer