Office Administrator

National law firm is seeking an experienced Office Administrator for its New York (Manhattan), White Plains and Westport offices. Under general supervision and according to established policies and procedures, the Office Administrator will be responsible for providing the day‑to‑day management of and long‑term strategic planning for administrative functions related to Human Resources, Operations and Facilities, Administrative Support, and Financial Planning for the assigned office locations. The Office Administrator also serves as a trusted operational advisor to office leadership, proactively identifying issues, anticipating needs, and ensuring that day‑to‑day operations function smoothly without requiring unnecessary leadership intervention. Key Responsibilities: Human Resources: Ensures fair and consistent implementation of human resources policies and procedures, including compliance with applicable federal, state and local employment laws. Responsible for full cycle performance management of direct reports, including direct supervision, training, coaching, evaluation, and compensation review. Managing personnel concerns, workflow disruptions, investigations, and operational challenges with discretion and sound judgment under the guidance and directions from Chief Operations Manager and Firmwide Administrators. Partners with Human Resources on direct report employment‑based decisions related to promotion, performance improvement, and termination. Partners with Human Resources in the full‑cycle recruiting of direct reports, including sourcing candidates, interviewing, and hiring. Assists legal recruiting with attorney and legal support staff interview scheduling. Implements the Firm’s Policy on Legal Administrative Support and drives the continuous improvement of support staff operational efficiency. Supports staffing strategy and resource alignment by evaluating workload distribution, identifying staffing gaps, and recommending adjustments to ensure attorneys are properly supported. Liaisons with Headquarter office to administers and facilitates established new hire onboarding. Administers hourly employee time and attendance processes, including the approval of time away requests and the administration and monitoring of electronic worktime recording, approval and submission. Serves as the primary liaison between attorneys and administrative teams in the office, acting as the first point of contact for concerns and independently resolving workflow or staffing challenges before they elevate. Maintains ADP updates and exceptions, and approves timecards for all hourly administrative business professionals on a bi‑weekly basis. Facilities: Ensures office is impeccably maintained. Ensures that meeting services and onsite cafes and break rooms are maintained and well supplied. Manages routine maintenance requests. Maintains constructive and collaborative working relationship with the office building manager. Oversees office assignments and internal office seating structure using established guidelines. Partners with the Firm’s COO and Facilities Director on space planning, leasehold improvements, and office relocation. Oversees and manages the purchasing, inventory control, and vendor relations for the office(s) in partnership with the Facilities Director Other Duties and Responsibilities: Serves as a stabilizing leadership presence during periods of change, including staffing transitions, retirements, or office reconfigurations. Maintains office culture and engagement stability by monitoring morale, addressing emerging concerns, and reinforcing a collaborative and professional office environment through consistent, hands‑on leadership. Identifies risks and issues proactively, and resolving operational, staffing, or culture‑related concerns at the earliest stages, escalating to the COO when necessary. Liaison between COO, Human Resources, Information Technology, Facilities, and Recruiting to resolve operational issues and advocate for office needs. Ensure timely processing of venodr invoices to accounting Responsible for the planning and execution of office engagement and other office events including, but not limited to, in‑house meeting events, business professional appreciation event, and other events as needed. Attends monthly Firm meetings and provides updates to the COO as necessary on matters relating to administration, facilities, budget, resources, hiring, training, performance issues, and recruiting. Translates firm‑wide directives and goals into practical workflows and ensures successful adoption and execution within the office. Other duties as assigned and required by the COO. Qualifications: Bachelor’s degree or equivalent required. Minimum of 5–7 years of experience as an Office Administrator or senior‑level business manager, preferably within a legal or professional services environment. Proven track record of progressive success in human resources or administrative management with a growing organization. Demonstrated leadership and management capabilities, with a strong ability to implement initiatives and drive positive organizational change. Experience in facilities management, including design, construction, contract negotiation, and project oversight, is a plus. Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with attorneys, business professionals, and external vendors. Excellent organizational, project management, and problem‑solving skills. Strong relationship‑building and team leadership abilities. Demonstrated strong business acumen, judgment and decision‑making skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Benefits include: A competitive salary package, including the potential for bonuses Insurance including medical, dental, vision, disability, life, and a flexible spending account #J-18808-Ljbffr Confindential company