Office Administrator

Role overview

This position is for a seasoned Office Administrator to run day-to-day operations within a legal office in New York, NY. The role brings together team coordination, financial administration, and facility oversight to help maintain an efficient, well-run workplace. The right candidate will be a confident leader with strong judgment, capable of balancing several administrative priorities in a demanding professional services setting.

Key responsibilities

• Coordinate recruitment activity with Human Resources, including candidate selection support and onboarding preparation.
• Plan and organize training sessions, orientation programs, and development activities for employees, while also helping attorneys settle into the office and complete onboarding.
• Manage employee performance review processes and assist with people-related matters such as recognition, coaching, disciplinary action, and exits in coordination with Human Resources.
• Support budget planning for operating and capital needs, track spending, and compare actual expenses against budget expectations.
• Assist with financial administration, including billing coordination, collections monitoring, accounts receivable reporting, cash receipt review, and analysis of office financial records.
• Handle vendor payments and cheque processing, support banking and trust-related activities, and work with Procurement on service and supply agreements.
• Oversee office services including reception, mail sorting, document distribution, supplies, scanning, and conference call coordination to keep operations running smoothly.
• Manage workspace upkeep, office relocations, repairs, landlord communication, asset tracking, and safety and security procedures for the physical office.
• Apply local office procedures, oversee records and information management, and assess operational requirements to improve how resources are used and administration is delivered.

Requirements

• A bachelor’s degree in a relevant discipline is required.
• Minimum 5 years of administrative and supervisory experience, preferably in a legal or similar services environment.
• Excellent spoken and written communication skills, with the ability to interact effectively across all organizational levels.
• Strong working knowledge of Microsoft Office and comfort using business technology systems.
• Proven analytical ability and practical problem-solving skills.
• Capacity to juggle multiple priorities, remain organized under pressure, and adapt to changing business needs.
• Self-starter with strong attention to detail and a collaborative approach to teamwork.
• Willingness to work standard scheduled hours and additional time when required.

Additional information

This is a full-time onsite role based in New York, NY. The hiring organization is a specialized talent solutions firm that supports recruitment and placement across finance and accounting, technology, marketing and creative, legal, administrative, and customer support functions.

Benefits and employment notes

Professionals in contract or temporary assignments may be eligible for medical, vision, dental, life, and disability coverage, along with access to a 401(k) plan. Free online training and access to job-matching tools are also provided. Applicants must be legally authorized to work in the United States. The employer states that it is an equal opportunity organization, including M/F/Disability/Veterans. The company also notes that it is not a law firm and does not provide legal representation.

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