Office Administrator

Office Administrator Parsippany NJ Job ID: 21644 Our client is looking for a strong Office Administrator for their Northern NJ locations. The Office Administrator will run the day-to-day operations of the firm’s Parsippany and Hackensack offices and manage the firm’s Client Service & Consultation Team. Working as a co-manager alongside each Office Managing Partner at other locations, this person leads both office teams and directly supervises all non-attorney team members and co-manages the attorneys and owns operations, people management, facilities, technology coordination, financial support, and client-service quality. In this role you will be responsible for running the office and this role requires keeping both offices running consistently, even if you are not physically present in each everyday. Key Responsibilities Team Leadership and Personnel Management Hold regular face to face meetings with all direct reports to set clear expectations and give candid, timely feedback. Recommend staffing levels and structure for each office and the Client Service & Consultation Team, in coordination with the Office Managing Partners and Firm Administrator. Lead recruiting and hiring for non-attorney roles, and run a smooth onboarding for every new team member. Own ongoing training and coach team members on process and systems, and get new hires productive quickly. Run performance evaluations and disciplinary steps, including terminations, in coordination with HR and the Office Managing Partner. Escalate harassment, discrimination, retaliation, leave, and accommodation matters to HR promptly, including any involving attorneys. Maintain confidential personnel records and coordinate benefits questions. Manage scheduling, coverage, and workflow across both offices. This includes PTO and holidays making sure each office stays fully staffed and work keeps moving. Oversee timekeeping and payroll: make sure all time worked is recorded accurately, and manage overtime for non-exempt team members through scheduling and approvals. Attorney Co-Management (Non-Legal Matters) Partner with each Office Managing Partner on attorney recruiting, onboarding, performance reviews, corrective action, and departures. Hold attorneys to firm standards on time entry, client responsiveness, attendance, PTO and coverage, and other firm policies. Track attorney hours, billings, and collections against targets, and flag gaps to the Office Managing Partner early rather than at month-end. Match paralegal and administrative support to attorney workloads, and share capacity data with the Office Managing Partner. Make sure attorneys stay current on CLE, annual registration, and other licensing requirements. Client Service & Consultation Team Management Set and enforce response-time standards so every inquiry, consultation booking, email, and callback is handled promptly, professionally, and with empathy. Manage every step around the consultation: conflict searches on all parties before booking (attorneys clear any potential conflicts), fee collection, confirmations, and follow-up. Monitor client-service and intake calls to reinforce the process, spot coaching opportunities, and keep quality high. Run ongoing training on communication, intake technique, basic family-law knowledge, and the line between general information and legal advice. Enforce safety and safe-contact protocols for callers in crisis, including domestic violence. Track intake metrics, response times, booking and show rates, consultation conversion by attorney and lead source, and client satisfaction and build coaching plans from what the numbers show. Keep Salesforce current, including records, pipeline, and matter activity, including the lead source for every inquiry so the numbers the team and Marketing rely on are accurate. Tighten scheduling and coordination so there are no calendar conflicts between attorneys, the Client Service & Consultation Team, and reception. Plan team coverage for absences and busy periods, including hand-offs with the firm’s AI phone assistant so no inquiry goes unanswered. Operations and Practice Management Standardize processes across both offices and enforce firm policies and procedures. Roll out firm-wide initiatives in both offices, new systems, SOPs, and process changes and drive adoption. Lead or co-lead office and department meetings to review performance, flag problems, and set goals. Regularly sit with each department to see how work actually flows and be proactive to not wait for problems to surface, and step in quickly when something breaks down. Audit office procedures for efficiency and compliance, and make changes where needed. Own client concerns in either office, coordinating resolutions with the Office Managing Partner. Uphold quality, ethical, and confidentiality standards across both offices with the Office Managing Partners, including calendaring, records, and conflict screening for new hires. Coordinate office events and support firm-wide events. Financial Oversight Support billing and collections with the Office Managing Partners, attorneys, and the billing team including follow-up on receivables. Track and analyze each office’s KPIs (hours, collections, expenses, revenue trends), build plans to hit and beat targets, and report results monthly to firm leadership. Manage each office’s budget and monitor spending against it. Technology and IT Coordination Set up hardware for new and existing users physically install computers and equipment so the IT team can image them. Coordinate with internal and external IT on user setup, support, and day-to-day issues. Troubleshoot common technology problems and get them resolved fast to limit downtime. Oversee office technology, software, phone systems, and data-security practices, and coordinate upgrades and maintenance. AI-Assisted Work Use the firm’s AI tools (Claude) in daily work, in line with the firm’s AI policy. Apply AI to analyze reports and intake data, draft letters and reviews, and prepare for HR-type conversations. Find new ways AI and automation can improve both offices and the Client Service & Consultation Team. Facilities, Security, and Vendor Management Keep both offices well-maintained, functional, and stocked. Coordinate with landlords and vendors on maintenance, repairs, and renovations. Manage purchasing of supplies, furniture, equipment, and the grocery order within budget. Own safety and security for both offices visitor access, emergency and business-continuity plans, and response protocols for volatile situations. Culture and Firm Standards Set the tone for a positive, transparent, team-first culture in both offices. Live the firm’s fundamentals by example. Recognize good work, support collaboration, and keep morale and retention high. Competencies Leadership guides a team, sets a standard, and stays firm when needed. Influence earns attorneys’ trust and gets buy-in without relying on title. Problem solving identifies issues early and resolves them with sound judgment. Communication clear and direct in writing and in person, and a good listener. People development coaches, gives feedback, and helps team members grow. Reporting and data analysis interprets reports and dashboards, spots trends, and turns them into clear updates for leadership and direction for the team. Planning and organizing prioritizes, plans resources, and keeps two offices on track. Adaptability adjusts quickly as business needs shift and leads others through change. Composure handles a fast pace and stays calm under pressure. Client focus sets service standards and holds them. Technology comfort quick to learn new systems and tools. Judgment and discretion handles confidential client, personnel, and financial matters discreetly. Qualifications Experience: 5+ years in office administration or operations management, including 3+ years leading teams. Experience managing an intake or client service team is a plus but not required. Multi-site management: Has managed staff at more than one location, or is comfortable splitting time between offices. Education: Bachelor’s degree in business administration or a related field preferred; Certified Legal Manager (CLM) a plus. Technology: Strong Microsoft Office skills, especially Excel. Comfortable setting up computer hardware and coordinating with internal and external IT. Salesforce/CRM: Day-to-day CRM proficiency required managing records, pipelines, and reports. Salesforce strongly preferred. AI: Strong experience and comfort using AI tools day to day, including prompting, is required. Experience building automations or agents with tools like n8n is a very strong plus. Availability: Able to work outside normal business hours when the job calls for it. #J-18808-Ljbffr Friedman Williams