Office Administrator

Position: Office Administrator
Locations: San Francisco or Los Angeles, California

Job Description and Qualifications

We are seeking an experienced Office Administrator to work in collaboration with the partners of the Firm.  This role is responsible for managing the administrative operations of the Firm, including supervising all non-attorney staff, evaluating and managing the Firm’s operating and information systems, developing processes and procedures, and evaluating and managing the facilities of the Firm.

The Office Administrator will report to the partners. Responsibilities, which may be altered or added to from time to time, are described in further detail below:

 Human Resources Management

  • Coordinate, attend, and document recurring partner meetings.
  • Plan and execute firmwide functions to create a positive culture.
  • Renew licenses and professional memberships for attorneys.
  • Responsible for overall non-attorney staff management, including hiring and terminations.
  • Assist the Firm’s partners in recruiting attorneys, training associates, training legal assistants, and improving the total quality of the practice of law for the Firm’s attorneys and staff.
  • Create and maintain all employee files and records.
  • Evaluate non-attorney personnel.
  • Document all issues, meetings, conferences with employees, including notes/emails from supervisors.
  • Coach and counsel non-attorney personnel who are not complying with Firm policies and procedures; take appropriate disciplinary action when necessary.
  • Determine and fulfill needs for employees and necessary accommodations for work environment.
  • Conduct non-attorney staff meetings.
  • Post job openings and work with external recruiting agencies.
  • Network with other professionals for hiring connections.
  • Screen and interview candidates for attorney and staff positions.
  • Coordinate and schedule interviews for attorneys as necessary.
  • Oversee supervision of training new staff on computers, office equipment, electronic file structure, policies, etc.
  • Manage onboarding process to include ordering necessary furniture, equipment, software and supplies.
  • Manage termination process with necessary documentation following consultation with partners.
  • Research and provide compensation comparison information to maintain job value for all legal positions.
  • Handle all claims for unemployment and respond to verification of employment requests.
  • Maintain and enforce firm policies and procedures set forth by partners in Firm’s employment handbook.
  • Coordinate vacation schedules of non-attorney personnel to ensure adequate coverage.

Administration of Benefits

  • Work closely with the benefits broker for up-to-date information on trends, claim issues for insureds, upcoming changes, new hire enrollments, and other qualifying events for employees and terminated employees.
  • Coordinate 401k plan compliance with Firm Controller.
  • Administer, evaluate, and recommend changes, as appropriate, to the benefits offered by the Firm.
  • Reviewing benefits options at renewals for Health and Ancillary benefits with partners.
  • Distribute renewal information or coordinate benefits enrollment meeting with employees.
  • Provide benefits packet to new hires for start of benefits within 15 days of full-time employment.
  • Administer firm’s 401(K) Plan by filing all required forms in timely manner, including Form 5500.
  • Review employee participation and annual report with Plan Administrator.
  • Provide information, summary 401k plan description and enrollment kits and manage for eligible employees following 1 year waiting period.

Management of Computer and Other Operating & Information Systems

  • The Office Administrator should have a broad knowledge of computer systems and other operating and information systems, both hardware and software, as used in a law firm environment.
  • Work with outsourced IT personnel to periodically evaluate the computer systems used by the Firm, including hardware and all software, to determine whether changes in these systems are merited to increase efficiency and to achieve cost savings.
  • Secure and manage appropriate maintenance contracts for computer hardware and software systems.
  • Manage records retention, including electronic records.
  • Ensure IT personnel maintain remote system backups.
  • Manage contracts for equipment and software.
  • Maintain professional relationships with vendors, as necessary.

Facilities Management

  • Responsible for the overall management of the Firm’s physical facilities and related functions, including space planning.
  • Renovation of office space when necessary.
  • Purchasing of office furniture.
  • Office equipment, including copy machines, printers, fax, desktop scanners, postage and other equipment.
  • Purchase office, janitorial and breakroom supplies, including food and drink items, and miscellaneous equipment.

Firm Marketing and Client Maintenance Activities

  • Assist the partners and attorneys in the marketing of the Firm’s legal services and client development activities.
  • Coordinate the preparation and periodic updating of the Firm’s website, including attorney bios and headshots.
  • Prepare and disseminate the Firm’s announcements for new partners, new associates and other matters.
  • Handle other activities that will promote and enhance the Firm’s visibility and image in the communities served by the Firm.

Hours, Compensation, and Benefits

  • We anticipate this position as a .6 to .8 FTE.  As a result, our anticipated salary range is $80,000 – $130,000, commensurate with experience and agreed upon FTE. The salary range provided for this position is intended as a general guideline and is subject to variation based on the geographic location of the role and the individual qualifications and experience of the successful candidate. We offer competitive salaries that are commensurate with skills, market trends, and the responsibilities of the specific position.
  • We promote a healthy work-life balance, understanding the importance of time for personal interests and family.
  • Benefits include subsidized health insurance, dental and vision coverage, a retirement savings plan with annual match, and other ancillary benefits, supporting your well-being both in and out of the office.

Application Process

Interested candidates are invited to submit a cover letter and resume to:

Jen Cornell, Partner
601 Montgomery St., Ste. 840
San Francisco, California 94111
jencornell@gbgllp.com

GBG is an Equal Opportunity Employer committed to diversity and inclusion. We welcome applications from all qualified individuals.