Office Administrator (New York) - Fenwick & West : Job Details

Office Administrator

Fenwick & West is seeking an Office Administrator ( OA ) for our New York office. The OA will be responsible for the day-to-day operations and will work collaboratively with our office partners, and key personnel across the firm to provide exceptional customer service. This role is highly visible and will be responsible for building community and maintaining the culture in the NY office while also aiming to ensure successful office management in the areas of general office operations, facilities, office services, and management of administrative staff. This position requires five days on-site in our New York office and requires a 40-hour work week supporting an 8:30 am 5:30 pm daily schedule and additional hours as necessary to support the business needs.

Job Description

Responsibilities include:

• Responsible for promoting and building local office culture/morale and plan local office events that support togetherness.
• Partner with other departments to execute on local office and firmwide events such as Business Professionals Appreciation Week.
• Meets regularly with NY office partners to ensure office operations are aligned with local expectations.
• Works with attorneys and Practice Management team to ensure local attorney satisfaction and needs are met.
• Assists with secretarial pairings/coverage for New York attorneys, paralegals, and other professionals receiving local assistance.
• Assists with staffing recommendations and planning relating to administrative and operations staff in the New York office.
• Reviews and approves timecards and PTO requests for local employees as necessary.
• Act as a mentor for administrative staff.
• Responsible for providing feedback to Sr. Director/HR regarding employees' performance.
• Assists with management of non-employee service providers, vendors, and/or temporary employees as needed.
• Responsible for providing frequent feedback to administrative staff and document performance issues.
• Partners with the HR team on performance evaluations, development of performance training and improvement plans as needed.
• Ensures firmwide policies/procedures are observed and understood by local staff.
• Performs other related duties as required.

Facilities and Operations

Responsibilities include:

• Acts as liaison with landlord/building management office to maintain effective communication and coordination between all parties.
• Oversee office moves, including coordination with various departments and managers, working with the building as needed.
• Provides project management assistance for construction projects, office alterations, and furniture installation or removal.
• Coordinates with Senior Director on office assignments and responsible for updating office maps.
• Responsible for updating the Senior Director on office and space availability.
• Notify and liaise with the Human Resources department on any workers' compensation matters, as appropriate.
• Oversight of service contracts on equipment and furniture and schedule repairs/replacements as needed.
• Responsible for all matters related to safety and security, including facilitating building access, security access cards and log, new employee photos, handling emergency situations, and leading emergency drills.
• Responsible for disaster planning and business recovery for the New York office.
• Effectively collaborates with Office Administrators across the Firm to meet overall operational goals.
• Assists with the management and logistics of onsite events, as needed.
• Performs other related duties as required.

Office Services

Responsibilities include:

• Manage the mail/copy and hospitality/receptionist/catering functions, including office supplies and supplies related to US Mail, Fed Ex, and local courier deliveries.
• Manage the overall maintenance of kitchens and conference rooms to ensure cleanliness, functionality, and safety.
• Follow firmwide policies and procedures for the management of various office services processes, procedures, and functions, including how to handle process servers.
• Collaborate with event coordinators and marketing department regarding firm events, client events, networking events, and workshops that are hosted in the New York Office.
• Work with related teams to understand the flow of meetings and coordination of conference rooms and catering services to make sure we are providing the best customer service.
• Responsible for the NY Office budget (in-house food and beverage expenses, including catered meals, kitchen supplies and equipment).
• Reviews, code and process invoices for catering, equipment, and services.
• Collaborate with the appropriate department to manage NY Office specific information on the firm's internal web portal.
• Perform other related duties as required.

IT and AV

Responsibilities include:

• Act as liaison with IT staff on conferencing related services, meeting set up for internal and external events.
• Communicate and collaborate regularly with IT Team on various office needs.
• Responsible for assisting and guiding IT with emergencies as required.

Finance

Responsibilities include:

• Assist Senior Directors with local office budgeting and purchasing.
• Monitor local budget expenses and reports to Senior Directors on budget variances.
• Monitor and approves expense reports and accounts payable for office related charges.

Desired Skills & Qualifications

Desired skills and qualifications include:

• Professional presence and good judgement.
• Client service focus and excellent leadership skills.
• Self-starter, proactive, and resourceful.
• Exceptional time management skills.
• Ability to think strategically and innovatively.
• Ability to prioritize and handle multiple tasks with minimal oversight in a fast paced and high-pressure environment.
• Strong analytical skills.
• Professional and friendly, can-do demeanor.
• Ability to maintain absolute confidentiality.
• Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
• Experience with team building and conflict resolution.
• Ability to mentor, effectively supervise, lead, motivate and train staff.
• Overall knowledge of basic software systems such as Workday, EMS, Maptician.
• Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat and other applications.
• Excellent written, verbal, and organizational skills.
• High level of attention to detail and quality control.

The ideal candidate will have 5+ years of relevant supervisory/managerial experience in law firm setting. Bachelor's degree preferred.

Benefits and Compensation Details

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$138,000 - $206,250

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.