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Office Administrator job in Irvine at Hire Options Inc

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Office Administrator at Hire Options Inc

Office Administrator

Hire Options Inc Full-Time
$150,000 - $180,000/Year
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National employment and labor law firm is seeking an experienced Office Administrator for its Irvine office.

The Office Administrator will work collaboratively with the office Managing Partner. This position is responsible for the overall management of the Irvine office, which includes the supervision of administrative and support operations. The Office Administrator will provide leadership to the office support staff in providing exemplary client service and responsiveness to client needs. This position reports to the office's managing partner and the firm's Sr. Director of Administration and will have significant interaction with the firm's corporate departments, which provides centralized accounting, finance, human resources, information technology, real estate and facilities management services.

Primary Responsibilities:

Human Resources

  • Direct management of support staff, including recruitment, training, employee relations, performance and salary reviews, discipline, and termination
  • Manage the onboarding and integration process of attorneys and staff
  • Evaluate staff training and development needs and identify resources to meet those needs
  • Stay abreast of federal, state and local employment laws

Facilities Management

  • Supervise office services and document management functions
  • Lead office's continuing shift to a paperless filing system
  • Oversee office maintenance, cleanliness and procurement of supplies
  • Serve as the building management liaison and represent the firm at tenant meetings, oversee emergency preparedness
  • Partner with the firm's Facilities team on office relocation and expansion projects

Workflow Management

  • Work collaboratively with the office Managing Partner and office attorneys to assess staff workflow and adjust as needed; this includes coordination of schedules, approval of time off requests, cross training to ensure adequate support of all positions, and recommendations for staffing changes

Local Technology Support

  • Manage technology set-up for meetings, coordinate procurement of equipment and software for office-setups, trouble shoot and/or report local technology issues and interface with the national IT team as needed on special projects

Financial Management

  • Develop annual budget projections for the office; manage and reconcile office concessions and meals and entertainment expenditures; manage local checkbook maintenance and bank reconciliation
  • Manage local vendor relationships

Marketing/Event Planning

  • Organize office socials, recruiting and client development events
  • Work collaboratively with the national Marketing team on special events, including office seminars and client briefings

Represent the Firm in the Community

  • Play an active role in the local ALA chapter
  • Work with the Managing Partner and office attorneys to maintain the firm's

Qualifications and Success Factors:

The ideal candidate must have direct experience in a law firm setting in all of the primary job functions described above. Additionally the Irvine Office Administrator will demonstrate the following competencies:

  • Minimum of five (5) years of law firm experience and a four (4) year degree or equivalent work experience is required
  • Experience with CompuLaw, Interaction and Aderant a plus
  • Facilities management experience ranging from landlord relations to office maintenance and repair oversight
  • Exceptional client service attitude and demeanor
  • Demonstrated ability to supervisor legal support staff and/or manager who fulfill a variety of job roles
  • Concise and accurate written communication skills
  • Confident and precise verbal communication skills
  • Flexibility and the willingness to pitch in wherever and whenever needed
  • Project management skills
  • Ability to solve complex problems with a high degree of confidentiality and sensitivity
  • Ability to make sound business decisions
  • Ability to drive innovation and change in accordance with industry and firm initiatives, while enhancing employee morale and productivity
  • Strong clerical skills including a thorough understanding of basic bookkeeping and proficiency in Microsoft Office and DeskSite (or equivalent document management program)

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Hire Options Inc (formerly Legal Option Group/Corporate Option Group) was established in 1997 and is committed to serving the legal community in Los Angeles. Our clients and candidates receive our personal attention and a degree of assurance that can only come from our many years of experience filling positions in law firms – finding jobs for Administrators, Legal Secretaries, Paralegals, Word Processors, HR Managers, Records Clerks, Receptionists, Accounting personnel and more.

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