Office Administrator

Job DescriptionJob Description

Wilson Elser is a leading defense litigation law firm with more than 1400 attorneys in 46 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 36 in the National Law Journal's survey of the nation's largest law firms.

The full job description covers all associated skills, previous experience, and any qualifications that applicants are expected to have.

The Position

Wilson Elser is seeking a highly organized and dependable Office Administrator to lead and support both the operational and legal administrative needs of our Phoenix office. This role combines office management leadership with direct attorney support, making it ideal for someone who enjoys being actively involved in the day-to-day functions of a busy law firm. The successful candidate will be collaborative, detail-oriented, and service-focused.

The Office Administrator will be responsible for overseeing a wide range of critical functions, including facilities coordination and vendor relationships, accounting & billing processes, secretarial services, reception and conference planning, mail, messengers and legal records services, and budget planning and management.

Key Responsibilities

• Provide proactive administrative oversight ensuring seamless operations across all areas of the office.
• Collaborate with firm departments and senior leadership to ensure firm programs and procedures are effectively and efficiently implemented within the office.
• Ensure the ongoing productivity and effectiveness of our professional staff by managing workflows and optimizing the firm's administrative support services.
• Initiate employee onboarding, status changes, and departure processes to maintain a positive and organized employee experience.
• Monitor staff attendance, PTO and other absences, and approval of timecards to ensure accurate records and smooth daily operations.
• Conduct annual performance evaluations of non-attorney professional staff, driving engagement and professional growth.
• Supervise accounting functions including invoicing, check requests, and vendor expense processing, ensuring accuracy and timely handling of all financial matters.
• Coordinate general office services with building management and local facilities management services to address general office service needs and maintain a productive work environment.
• Develop and manage operational budgets for the office, aligning financial planning with strategic objectives.

Qualifications

• Minimum of 5+ years of proven experience in law firm administration or management.
• Bachelor's degree from an accredited college or university preferred.
• Excellent leadership and management skills, with prior direct supervisory responsibilities, with a track record of direct supervisory responsibilities, including the ability to inspire and develop a cohesive and high-performing team across multiple locations.
• Proven ability to thrive in a fast-paced environment, responding effectively to evolving priorities and changes.
• Strong interpersonal skills with the ability to work collaboratively across all levels of the firm, including professional staff, attorneys, and leadership.
• Outstanding written and verbal communication skills.
• Highly detail-oriented and organized, with the ability to manage multiple tasks and projects simultaneously.
• Basic knowledge of budgeting and accounting principles, with the ability to contribute to financial planning and operational efficiency.
• Knowledge of legal terminology, court procedures, and efiling systems
• Experience supporting attorneys or legal teams strongly preferred.

Why Should You Apply?

• Benefits: Outstanding benefits package, including 401k match and generous PTO plan
• Career Growth: Ample opportunities for professional development and advancement
• Employee Perks: Access to corporate discount plans and other benefits

Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7/1/2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at Elser is committed to a collegial work environment in which all individuals are treated with respect and dignity. It is the Firm's policy that employment will be based on merit, qualifications, and competence. Further, employment decisions will be made without regard to an applicants race, color, age, sex, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation or preference, gender identity, physical or mental disability, status as a victim of domestic violence, sex offenses, or stalking, past or present service in the uniformed services or application or obligation to serve in the uniformed services, or any other characteristic protected by law. Wilson Elser endeavors to make the Wilson Elser website accessible to any and all users. You may review our Accessibility Policy here. xhqgsiq California Residents may review our CCPA notice for applicants and employees here.#ZR