Office Administrator - 3630351

Job Title: Office Administrator

Location: Irvine, CA 92614 or Los Angeles, CA 90010

Salary/Payrate: $140K - $160K (some flex), bonus and AWESOME benefits!!!

Work Environment: Hybrid (2 days WFH after ramp up)

Term: Permanent / Fulltime

Bachelor’s degree required: No

Referral Fee: $1,000 - should your referral start with our client

JOB DESCRIPTION#LI-SS1

The law firm administrative manager oversees daily operations across multiple offices, ensuring efficiency, compliance, and support for legal professionals. This role involves managing office procedures, staff coordination, financial administration, and technology support to maintain a productive work environment.

***MUST HAVE LAW FIRM EXPERIENCE***

Supervisory Responsibilities

• Provides leadership and strategic oversight to the Administrative Supervisor(s) and administrative support functions across all offices.
• Coaches, mentors, and supports Administrative Supervisor(s) in staff development, performance management, and operational effectiveness.
• Collaborates with Firm leadership on workforce planning, organizational needs, and administrative staffing strategies.

Office Operations & Management

• Oversees the daily operations of multiple offices ensuring seamless workflow and efficiency across all departments.
• Develops and implements administrative policies, procedures, and best practices across all office locations.
• Ensures proper implementation of records management policies, overseeing document storage, retention, and disposal.
• Assists the CFO in maintaining vendor relationships, negotiating contracts, and overseeing service agreements.
• Evaluates operational performance and recommends process improvements to enhance efficiency and service delivery.
• Collaborates with Firm leadership to identify operational needs and support strategic initiatives.

Office Move & Facilities Management

• Leads office relocations, expansions, consolidations, and workspace reconfigurations.
• Coordinates all aspects of office moves, including vendor selection, scheduling, communication plans, and move executions.
• Oversees office space planning and workplace utilization to support operational efficiency and employee needs.
• Manages facility maintenance projects and building-related issues with landlords, property managers, and service providers.
• Ensures office environments are safe, functional, and aligned with the Firm standards.

Technology & Information Systems

• Serves as the primary administrative liaison between the Firm and outsourced IT provider.
• Coordinates onboarding and offboarding technology requests, including equipment provisioning, software access, and system permissions.
• Manages technology-related projects, including hardware refreshes, software implementations, office technology upgrades, and system migrations.
• Monitors technology service levels and escalates issues impacting business operations.
• Partners with IT vendor to ensure cybersecurity, data protection, disaster recovery, and business continuity standards are maintained.
• Develops and maintains technology policies and administrative procedures.
• Evaluates emerging technologies and recommends solutions that improve efficiency, collaboration, and client service.

Education and/or Work Experience Requirements:

• Bachelor’s degree (B.A./B.S.) from four-year college or university in business administration, management, or related field.
• Prior experience as a legal secretary, as well as in office management or administrative management within a legal or professional service setting. 
• Strong understanding of legal terminology, procedures, and regulatory compliance.
• Strong organizational skills, record of acting with tact and diplomacy, and exceptional customer service orientation.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers including counseling and discipling employees.
• Excellent computer proficiency (MS Office – Word, Excel and Outlook).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude while dealing with varied personalities.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.