Office Administrator

Full-time

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. 

Requirements

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