Office Administrator

Confidential Company  •  Orlando, FL

5 - 7 years experience  •  Legal Services

Salary depends on experience
Posted on 09/27/17
Confidential Company
Orlando, FL
5 - 7 years experience
Legal Services
Salary depends on experience
Posted on 09/27/17

Our Firmwide Administration department has an opportunity for an Office Administrator in our Orlando Office. The Office Administrator oversees and manages the day‑to‑day financial and operational activities of the local office in the delivery of support services to attorneys by performing the following duties personally or through subordinate managers/supervisors. Specific duties include the following:

  • Manage the development, presentation, execution and analysis of the Orlando office budget and provide detailed information in support of office budget for review and approval of the Managing Partner, Chief Financial Officer and Chairman.
  • Monitor Orlando office budget on a monthly basis, control expenditures, compile and analyze expenditures and projected costs, and prepare reports for partners and management as requested.
  • Participate in the Orlando office strategic and business planning.
  • Approve employee reimbursements and vendor invoices using expense management software.
  • Ensure office compliance with Florida IOLTA rules.
  • Formulate, implement and oversee Orlando office policy and procedures.
  • Work closely with Business Continuity Manager, Director of Administration, Managing Partner and Orlando point of contact for all firm initiated disaster preparedness to include adjusting hours and/or closing office in anticipation of natural or man-made disaster.
  • Work with architects and/or contractors and Director of Administration regarding Orlando office space planning, office renovations and relocations.
  • Direct operation and maintenance of office facilities such as safety programs, security systems, supplies, and equipment.
  • Oversee the office accounting functions including accounts receivable, accounts payable, petty cash, and trust accounts.
  • Manage client collections at the direction of the Managing Partner and/or Billing Attorney and provides supporting billing information to clients as requested. Establishes payment schedules with full authority.
  • Confer with staff to formulate and institute office procedures and meet with them on a bi-annual basis at a minimum.
  • Act as liaison with building management, city and othercontract services such as cleaning, maintenance, lighting and heating/air conditioning.
  • Negotiate contracts with the approval of the Director of Administration with various vendors to ensure optimal savings to firm.
  • Assist attorneys as needed to ensure they have the support needed for their Practice Management.
  • Assist in the planning and execution of the Orlando Office annual attorney educational retreat.

Requirements:

  • Bachelor’s degree in accounting, finance or business and a minimum of 5 years of relevant experience. Master’s degree a plus; CLM desirable. Experience in law firm operations preferred.
  • Ability to respond to common inquiries or complaints from all levels of professional and support staff, clients, regulatory agencies, or members of the business community.
  • Ability to effectively communicate technical concepts with an audience and interact effectively with top firm management, attorneys and other key personnel; to manage and exceed expectations; and to exhibit a high degree of responsiveness, diplomacy and professionalism in these interactions.
  • Ability to think strategically, develop tactics and execute pragmatically and a tolerance for uncertainty and an ability to prioritize and complete simultaneous projects.
  • Demonstrated ability to multi-task and be detail-oriented with strong organizational skills.
  • Strong analytical and communication skills both oral and written.
  • Excellent organizational and planning skills with ability to prioritize multiple tasks, projects and coordinate the activities of department resources.
  • Outstanding creativity; flexibility and persistence; motivation and energy with the ability to work with little supervision and collaborate with other members of the team. Project and team management experience with attention to detail and a willingness to “roll up sleeves” and operate at whatever level is needed to accomplish tasks.
  • Ability to demonstrate impeccable integrity in personal and fiduciary matters.
  • A strong client service approach and team orientation.
  • Demonstrate good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many stakeholders and potentially competing priorities
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