Office Administrator

Job Details
Description
Baker & Hostetler LLP has an excellent opportunity for an Office Administrator in its New York office. This position reports to the Office Managing Partner and Director of Administration. This role will oversee and manage the day-to-day financial and operational activities of the office.

Responsibilities:

Manage the overall direction, coordination, and evaluation of subordinate managers, which includes the Human Resources Manager, Facilities Manager, Records Manager, Accounting & Billing Manager, and Conference Room Coordinator.
Develop, analyze, present, and monitor the NY Office budget and provide detailed information in support of office budget for review and approval by firm leadership.
Oversee the office accounting functions including accounts receivable, accounts payable, expense reimbursement, and trust accounting while working closely with the Accounting & Billing Manager.
Serve as a liaison between Firmwide Collections, Intake, Finance, and Billing teams to ensure compliance in all areas.
Work closely with the Firmwide Collections team to manage client collections as directed by the Managing Partner and/or Billing Attorney.
Participate in the NY Office strategic and business planning.
Partner with the Human Resources Manager to develop and implement office procedures, address staff concerns, and support a positive and productive work environment.
Oversee the operation and maintenance of office facilities such as safety programs, security systems, supplies, vendor contracts, and equipment, working closely with the Facilities Manager.
Plan and execute major office events such as the Rockefeller Center Christmas Tree Viewing Event, Office Holiday Party, and firm management meetings.
Other duties as requested and assigned.

Qualifications:

Bachelor’s degree in accounting, finance or business with a minimum of 10 years of law firm operations experience. Master’s degree a plus.
Strong analytical and communication skills in both written and oral formats. Ability to interact effectively with attorneys and other key personnel and exhibit a high degree of responsiveness, diplomacy, and professionalism. Exceptional communication and interpersonal skills, with the ability to influence, collaborate, and build credibility with firm leadership, attorneys, staff, and clients.
Excellent organizational and planning skills with the ability to prioritize multiple tasks and projects to meet deadlines with minimal supervision. Strong collaboration skills, with the ability to work effectively across offices, departments, and firmwide teams. Demonstrate good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many stakeholders and potentially competing priorities.
Strong project management and leadership skills, with the ability to manage complex initiatives, build consensus among attorneys and staff, and effectively coordinate across departments.
Advanced proficiency with Microsoft Office and other business applications, with the ability to quickly learn and leverage new technologies and systems.
Ability to exercise discretion with confidential and sensitive information and to demonstrate impeccable integrity in personal and fiduciary matters.
Ability to manage multiple priorities and deadlines in a fast-paced environment. Ability to work beyond regular business hours as needed to support office operations and business needs.