OFFICE ADMINISTRATOR (Columbus)

SUMMARY:

Under general supervision and according to established policies and procedures, the Office Administrator will be responsible for providing the day-to-day management of and long-term strategic planning for administrative functions related to Human Resources, Operations and Facilities, Administrative Support, and Financial Planning for the assigned office location.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs assigned human resources functions for the office(s) including, but not limited to:Ensures fair and consistent implementation of human resources policies and procedures. Compliance with applicable federal, state and local employment laws.Responsible for full cycle performance management of direct reports, including direct supervision, training, coaching, evaluation, and compensation review. Partners with Human Resources on direct report employment-based decisions related to promotion, performance improvement, and termination. Partners with the business professional recruiting team in the full-cycle recruiting of direct reports, including candidate sourcing, interviewing, and hiring. Assists Legal Recruiting with attorney and legal support staff interview scheduling. Prepares and maintains business professionals compensation budget.Implements the Firm’s Policy on Legal Administrative Support and drives the continuous improvement of support staff operational efficiency.Coordinates office workflow and legal administrative support for legal support staff and attorneys.Administers and facilitates new hire onboarding Administers hourly employee time and attendance processes, including the approval of time away requests and the administration and monitoring of electronic worktime recording, approval and submission.
• Performs or manages all required financial management functions for the office(s) including, but not limited to:Processes and transmits invoices to accounting for payment on a weekly basis.Maintains Dayforce update and exceptions and approves time cards for all hourly administrative business professionals on a bi-weekly basis.Prepares and maintains office operating expense and capital budget.Reviews and analyzes the office budget variance report on a monthly basis providing explanations for discrepancies.Establishes financial controls and guidelines that optimize cost effectiveness and profitability.Prepares and submits monthly budget variance report.
• Performs or manages all required facilities management functions for the office(s) including, but not limited to:Ensures office is impeccably maintained.Ensures that meeting services and onsite cafes and break rooms are maintained and well supplied.Manages routine maintenance requests.Maintains constructive and collaborative working relationship with the office building manager.Oversees office assignments and internal office restructuring.Partners with the Firm’s Director of Real Estate Operations and Facilities on space planning, leasehold improvements, and office relocation.Manages capital projects in partnership with the Office Managing Partner.Oversees and manages the purchasing, inventory control, and vendor relations for the office(s).Oversees reception Other Duties and ResponsibilitiesLiaison between the IT staff and employees and ensures that the IT needs of the office are being met.Responsible for the planning and execution of office engagement events including, but not limited to, annual holiday party, business professional appreciation event, summer outing and attorney , designs, and manages Summer Law School Program activities the office(s).Coordinates other office events including, but not limited to interoffice social gatherings. Partners with Client Growth and Marketing in the coordination and execution of client events Attends monthly Firm meetings and provides updates to the Office Managing Partner and Chief of Staff on matters relating to administration, facilities, and budget.Attends monthly Firm meetings and updates Office Managing Partner and Chief of Staff on matters relating to staffing, resources, hiring, training, performance issues, and recruiting.

  Other duties as assigned and required by the Chief of Staff or Office Managing Partner.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Bachelor’s degree or equivalent required.
• Minimum of 5–7 years of experience as an Office Administrator or senior-level business manager, preferably within a legal or professional services environment.
• Proven track record of progressive success in human resources or administrative management with a growing organization.
• Demonstrated leadership and management capabilities, with a strong ability to implement initiatives and drive positive organizational change.
• Experience in facilities management, including design, construction, contract negotiation, and project oversight, is a plus.
• Solid understanding of basic accounting principles and experience with budget management.
• Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with attorneys, business professionals, and external vendors.
• Excellent organizational, project management, and problem-solving skills.
• Strong relationship-building and team leadership abilities.
• Demonstrated strong business acumen, judgment and decision-making skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job.Subject to Firm needs, the duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

WORKING CONDITIONS:

• Normal office environment with little exposure to excessive noise, dust, temperature and the like.

Equal Employment Opportunity Statement

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.