POSITION SUMMARY:

Our client, Grant, Herrmann, Schwartz, & Klinger (GHSK) is looking for an experienced Office Administrator. The Office Administrator provides day to day oversight of Firm day-to-day operations (for example, overseeing administrative support staff, office facilities, technology) and overall ensuring smooth operations of our offices (both in New York and Miami). An average day on the job may include distributing workload among team members, managing client relations and overseeing budget issues. In addition to all these duties, this role is also responsible for ensuring that general office facilities are maintained and for keeping employees driven.

This role tends to be “all things to all people”, including the lawyers, legal support staff, administrative staff, as well as our clients. All of them rely on this role to take care of various administrative details, and in turn this person must be responsive to different personalities through good listening and leadership skills. All of this requires a positive attitude, some serious motivation, and a good sense of humor. Please note that this is an in-office role in our New York office, overseeing other in-office administrative staff located in both New York and Miami.

ESSENTIAL FUNCTIONS:

Office and Support Staff Management

· Manage the day-to-day operations of the New York as well as Miami office.

· Supervise and manage administrative staff, including scheduling, training, prioritizing use of support staff and facilities, and performance evaluations.

· Oversee the maintenance of office equipment and supplies, ensuring that everything is in good working order and stocked.

· Create and maintain office policies and procedures, ensuring compliance with all relevant laws and regulations.

· Handle general office administration, including mail distribution, courier services, and office security.

· Oversee the development and implementation of new administrative systems and processes.

· Handle confidential and sensitive information in a discreet and professional manner.

· Coordinate facility-related projects such as office moves, renovations and upgrades, and liaise with building management on all facility’s needs.

· Manage relationships with vendors, including evaluating pricing and making decisions and recommendations on vendor selection as well as services.

· Manage and increase the effectiveness and efficiency of Administrative Support Services through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions.

· Maintains a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.

· Ensure self and others maintain client-centered interactions at all times (for example, phone and email etiquette, hospitality for in-office visits, respectful collections communications)

· Performs other duties as needed.

Client Matter Setup and Billing

· Provide direction and oversight to administrative support team members in the areas of:

o Accurate client matter set up, billing, and collection arrangements based on general client guidelines and engagement letter.

o Ensuring timekeepers submit time by mid-month and month end.

o Preparation of client invoices and timely delivery.

o Monitor Accounts Receivables, ensure regular client outreach for outstanding Accounts Receivables, and personally follow up on 90+ day outstanding accounts.

o Set up of new hire timekeepers, new clients, and new client matters.

o Reconciliation of billing discrepancies.

o Researching and addressing client short payments and collection issues.

· Coordinate billing functions to ensure efficient, accurate, and timely billing and collections.

Oversee Firm Training & Support Standards

· Ensure new-hire support staff is provided structured training in GHSK support standards, through a combination of development and execution of training modules, templates, and mentoring.

· Provide ongoing opportunities for training and oversight to support staff in order to ensure work is accomplished efficiently, accurately, and according to Firm standards.

QUALIFICATIONS:

Minimum Education:

· Bachelor's degree, preferably in business administration, management, or a related field or comparable work experience.

Required Experience:

· 3 years of experience in office management, with experience in a law firm or legal environment preferred.

· 3 years of managing and supervising administrative staff.

SCHEDULING REQUIREMENTS

Requires some flexibility in scheduling, such as the ability to work evenings and weekends to meet client deliverables.

TRAVEL REQUIREMENTS

May require light travel to the firm’s Miami, FL office.

Grant Herrmann is an equal employment opportunity employer and considers all applicants without regard to race, color, religion, national origin, ancestry, citizenship, gender, pregnancy, age, physical or mental disability, genetic information, service in the uniformed services, or any other basis protected by federal, state or local law.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Education:

• Bachelor's (Preferred)

Experience:

• Office management: 3 years (Preferred)
• staff management: 3 years (Preferred)
• law firm: 3 years (Preferred)

Work Location: In person

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