Office Administrator

Kilpatrick Townsend a large international law firm, is seeking an Office Administrator for our New York office.
This position will be part of our team of attorneys and professional staff providing a high level of service to internal and external clients. The Office Administrator is responsible for the overall administrative management of the assigned office overseeing human resources, facility operations, and general administrative management of the office. This position supports attorneys and staff in the respective office. This role works closely with the Human Resources Department to interpret and implement firm policies and procedures appropriately, as well as work closely with other directors and managers to ensure the firm's vision and values are achieved.

ESSENTIAL JOB FUNCTIONS:

Human Resources Management:

• Working with Human Resources, responsible for recruitment and selection of professional staff employees.
• Responsible for the orientation, training, and development of professional staff.
• Provides support and assistance related to attorney recruitment, including orientation and integration of attorneys.
• Coordinates the staff performance evaluation process for respective office.
• Manages employee relations effort including motivation, recognition, counseling, discipline, and terminations in conjunction with Human Resources.
• Responsible for the evaluation of organization effectiveness and resource allocation.
• Ensures collection and submission of all personnel data records and performance/employment documentation.
• Other staff management functions as designated.
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Financial Management:

• Coordinates annual budget formulation of operating and capital expense budgets.
• Manages budget variance analysis and cost control.
• Assists with client accounting including collections, tracking and reporting hours, billings, accounts receivable, cash receipts, and related data, from firm to invoice level.
• Responsible for check approval; vendor invoice payments, assistance with banking and trust accounting issues.
• Works with Procurement to negotiate vendor contracts.
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Facilities Management

• Working with Operations leadership, coordinates office lease, design, construction, renovation, maintenance, and moves.
• Manages administrative services including reception, mail, fax, supplies, and messengers.
• Coordinates with landlord/tenant related to building issues, and communications.
• Provides oversight of the maintenance of the physical location, and FFE, owned or leased.
• Provides oversight of inventory control of physical assets, including furniture, library inventory, records, etc.
• Ensures a safe and healthy working environment for all personnel and visitors.
• Working with Operations, coordinates and monitors security procedures and equipment.
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General Administration:

• Local level policies and procedures interpretation and implementation.
• Information management including automation, records administration, and telecommunications.
• Identifies and analyzes issues and changes in human resources, financial management, operations and management.
• Other duties as assigned.
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KNOWLEDGE/SKILLS REQUIRED:

Required:

• A bachelor's degree in a related field.
• Minimum of 5 years of administrative, supervisory/management experience; Preferably in a legal or professional services environment.
• Must possess excellent communication skills and be able to communicate effectively at all levels of firm's structure.
• Availability to work scheduled hours and additional hours as required by business needs.
• Computer proficiency and technical aptitude with the ability to use Microsoft products.
• Proven analytical and problem-solving abilities.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Ability to present ideas in business-friendly and user-friendly language.
• Highly self-motivated and directed.
• Keen attention to detail.
• Team-oriented and skilled in working within a collaborative environment.
• Strong analytical skills and ability to interpret and communicate data.
• Excellent time management skills and ability to plan and set priorities.
• Must possess leadership abilities necessary to:
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• • analyze data and make recommendations
  • be loyal to the interests of the firm
  • demonstrate a strong sense of urgency when responding
  • facilitate a team-player attitude
  • objectively manage through complex employee relations issues; and
  • possess excellent communication skills.
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Preferred:

• PHR or SPHR Certification preferred.
• Prior knowledge and experience dealing with Human Resource issues strongly preferred.
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This is a full-time, regular position with a multi-faceted health benefit package including medical, dental, and vision. The firm also offers life insurance, short-term disability plans and retirement plans in addition to holidays and paid time off. The firm offers hybrid work schedules combining in-office work days as well as remote work days. The pay range for this position in New York only is $131,400 - $197,000 annually.

Selected applicants will be contacted. Kilpatrick is an Equal Opportunity Employer.

For more information about our firm, please visit our website at www.ktslaw.com.

Kilpatrick Townsend & Stockton LLP is committed to equal employment opportunity for all persons, regardless of race, color, religion, sex or gender, national origin, age, veteran status, disability, sexual orientation, gender identity, or any other basis prohibited by applicable law.