Office Administrator

Fenwick & West LLP

Sep 20

Job
Full-time
Senior Level
People, HR & Administration
Facilities Management
New York
Quick Apply

AI generated summary

You should have 7+ years in a law firm, strong leadership and customer service skills, proficiency in MS Office, and a Bachelor's degree. Maintain confidentiality and handle tasks in a fast-paced environment.
You will manage office operations, oversee staff, coordinate maintenance and events, handle budgets, ensure compliance, and foster a collaborative workplace culture while supporting administrative needs.

Requirements

Professional presence and good judgement.
Client service focus and excellent leadership skills.
Self-starter, proactive, and resourceful.
Exceptional time management skills.
Ability to think strategically and innovatively.
Ability to prioritize and handle multiple tasks with minimal oversight in a fast paced and high-pressure environment.
Strong analytical skills.
Professional and friendly, “can-do” demeanor.
Ability to maintain absolute confidentiality.
Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
Experience with team building and conflict resolution.
Ability to mentor, effectively supervise, lead, motivate and train staff.
Overall knowledge of basic software systems such as Workday, EMS, Maptician.
Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat and other applications.
Excellent written, verbal, and organizational skills.
High level of attention to detail and quality control.
The ideal candidate will have 7+ years of relevant supervisory/managerial experience of law firm setting.
Bachelor's degree required.

Responsibilities

Responsible for working directly with the building landlord and services management to address maintenance needs and services provided by security staff.
Responsible for managing, leading and developing the office operations, including facilities, office services, reception, secretaries, and executive assistants.
Responsible for office maintenance as necessary and in case of an emergency responsible for preparedness plans in coordination with firm-wide specifications.
Management of all on-site vendors, this includes contract catering vendors for lunches, dinners or special events.
Responsible for facilities and office services set-up of workspaces as required.
Responsible for coordinating all aspects of moves within the office.
Oversee management of office supply areas; ensure proper and consistent stock of all supplies are on hand and orders are managed efficiently.
Manage maintenance of all pantries and kitchen equipment throughout the office.
Manage staff to ensure the office is tidy/clean, functional, safe, and in compliance with city, state, and federal law and regulations.
Lead weekly team meetings to discuss best practices, work on team building and morale, and provide training, cross training, and mentoring.
Manage in-house food and beverage expenses, including catered meals, kitchen supplies and equipment.
Responsible for budget maintenance and processing of invoices for catering, equipment, and services, ensuring unbudgeted expenses are approved.
Address key issues and provide solutions as it relates to the office space, building procedures, emergency procedures, special events planning, construction project planning, etc.
Day-to-day management and supervision of all administrative staff, facilities, and office services employees, including identifying developmental opportunities and providing feedback, approving overtime and reports on a daily basis, and approving vacation, personal and scheduled sick days.
Responsible for planning and execution of all internal office events, including collaborating with the Marketing Department as it relates to client events (conference room set up, catering, décor, etc.)
Maintain overall knowledge of basic software systems such as Workday, EMS, Maptician.
Audit the online conference room booking system (EMS) for accuracy and provide training to staff.
Attend seminars and relevant trainings in order to keep current on new leadership skills.
Participate in monthly meetings with Partners and Office Leadership to discuss improvements or changes in delivery of services and general office support.
Responsible for office assignment information in Workday.
Field requests for furniture items and collaborate with Senior Director to procure as necessary.
Conduct monthly office walk-throughs and prepare lists for recommended repairs, cleaning, and building maintenance for all common areas of the New York Office.
Ensure premises are maintained in a clean, functional, and safe manner for all employees.
Manage ergonomic evaluations, coordinating with the Safety/Security Specialist.
Coordinate with firmwide Safety and Security manager on training and supplies to have on hand.
Oversee stock of building key cards for guests, and production of cards for new employees, including photos.
Become expert user of Brivo security program for our doors and key cards.
Responsible for day-to-day management of corporate secretaries/executive assistance in New York.
Handle secretary workflow coordination as needed and pair appropriate secretaries with timekeepers and others requiring assistance, based on Practice Management guidelines.
Maintain pairing lists and keep information current in Workday.
Be a culture champion for the office and be responsible for proactively improving collaboration and working relationships in the office.
Responsible for designing and implementing initiatives and programs to drive culture change and engagement across the office.
Responsible for morale and increasing productivity and retention.
Organize collaboration events for the office to promote in office attendance and engagement.
Responsible for thinking of creative ways to keep remote employees involved and engaged.
Analyze in office activity data and proactively share ideas with leadership on improving such.
Communicate and work closely with NY IT Team.
Participate in NY Office Committee meetings.
Collaborate with managers and directors from other offices on special projects.
Respond to general office/NY questions about local restaurants, hotels, office amenities, etc.
Manage the firm’s NY guest apartment, including scheduling guests, updating concierge with guest information, and scheduling cleanings between every guest.
Schedule frequent visits to ensure apartment is in proper order.
Help coordinate physical onboarding needs for new staff hires and lateral attorneys, including arranging for messenger services for new attorney items coming from other firms.
Assist with other projects as needed.

FAQs

What is the main responsibility of the Office Administrator at Fenwick & West?

The main responsibility of the Office Administrator is to manage the day-to-day operations and administrative functions for the New York office, ensuring exceptional customer service and support, as well as overseeing office operations, facilities management, and administrative staff.

What qualifications are required for the Office Administrator position?

The ideal candidate should have 7+ years of relevant supervisory/managerial experience in a law firm setting and a Bachelor's degree is required.

What software systems should candidates be familiar with for this role?

Candidates should have overall knowledge of basic software systems such as Workday, EMS, and Maptician, as well as proficiency in MS Office applications including Excel, Word, Outlook, PowerPoint, and Adobe Acrobat.

Are there any specific skills that are essential for this position?

Yes, essential skills include strong analytical skills, exceptional time management, client service focus, leadership skills, ability to handle multiple tasks in a high-pressure environment, and excellent written, verbal, and organizational skills.

What are some of the other responsibilities of the Office Administrator besides office operations?

Other responsibilities include managing secretarial workflows and assignments, promoting office engagement and culture, communicating with the IT team, managing the NY guest apartment, coordinating onboarding for new hires, and handling special projects as needed.

Is there an opportunity for a discretionary bonus in this position?

Yes, a discretionary bonus may be available based on performance for eligible employees.

What types of benefits does Fenwick & West offer its employees?

Fenwick & West offers a comprehensive benefit program, including Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing programs to support the physical, emotional, and financial health of employees and their families.

What is the salary range for the Office Administrator position?

The anticipated salary range for this position is $142,000 - $188,500, depending on various factors including qualifications and relevant experience.

Fenwick & West LLP

Providing legal services to the world's most innovative technology and life sciences companies.

Law

Industry

501-1000

Employees

1972

Founded Year

Mission & Purpose

Fenwick is a leading law firm, purpose-built to guide visionary tech and life sciences companies and their investors through every stage of growth, from startups securing their first round of funding to leading publicly-traded global enterprises. As one of Silicon Valley’s original legal practices, today we have over 500 lawyers, patent agents, engineers and scientists serving clients from seven offices located in innovation hubs across the United States and China. Named 2023 Life Sciences Practice Group of the Year by Law360, we are consistently ranked a Chambers first-tier firm for delivering the deep experience and technical skill that help innovators at the forefront of their industries redefine what’s possible.