Office Administrator (New York)

Job Description Summary:

The Office Administrator “OA” will serve as the driving force behind both the operations and engagement of all employees in the New York Office. The OA will lead with a people-first approach, collaborating with our office partners and key management across the firm to cultivate a positive and collaborative environment that strengthens morale, while ensuring high-level operational oversight and efficiency in areas related to general office operations, facilities, office services, and management of administrative staff.
This position serves as the primary liaison and connector within the New York office, fostering community engagement and shaping office culture by providing outstanding client service and comprehensive support to both attorneys and business professionals.
Daily on-site presence is required for this position, typically from 8:30 am to 5:30 pm, with flexibility for additional hours as needed to accommodate business requirements.

Job Description:

Leadership:

• Acts as a visible leader and engagement champion, strengthening local office culture/morale, connections through effective planning and execution of events and initiatives  
• Engages regularly with New York office partners and management to understand the priorities, ensuring the office operations reflect local business needs
• Builds strong partnerships across attorney and business professional teams to understand and support local office needs, promoting a positive, engaging and inclusive experience.
• Engages in productive collaboration and strategic planning with Office Administrators throughout the Firm to ensure alignment and achievement of Firm operational objectives
• Serves as a mentor for administrative staff, providing directional support, clear communication and guidance around performance objectives and professional development
• Partners with HR to conduct performance evaluations, coaching, and development, fostering a culture of feedback and growth.

Administrative Management:

• Provides assistance with secretarial assignments, ensuring coverage for New York attorneys, paralegals, and other professionals receiving local assistance
• Responsible for staffing strategy and workforce planning for administrative and operation teams in the New York office in conjunction with Senior Directors
• Reviews and approves timecards and PTO requests for local employees as necessary
• Notify and liaise with the Human Resources department on any workers’ compensation matters, as appropriate
• Manages interactions with non-employee service providers, vendors, and temporary staff to ensure effective service delivery and integration within office operations
• Assists Senior Director with local office budgeting and purchasing and invoice processing
• Monitors and approves expense reports and accounts payable for office related charges
• Promotes and upholds firmwide policies and procedures to ensure alignment among staff in the New York local office

Office Services:

• Oversees management of office services functions to include the mail/copy/courier and hospitality/receptionist/catering functions
• Manages the overall maintenance of kitchens and conference rooms to ensure cleanliness, functionality, and safety
• Follows firmwide policies and procedures for the management of various office services processes, procedures, and functions, including how to handle process servers
• Collaborates with event coordinators and marketing department regarding firm events, client events, networking events, and workshops that are hosted in the New York Office
• Works with related teams to understand the flow of meetings and coordination of conference rooms and catering services to make sure we are providing the best customer service  
• Collaborate with the appropriate department to manage NY Office specific information on the firm’s internal web portal

Facilities and Operations:

• Collaborates with facilities team to act as liaison with landlord/building management office to maintain effective communication and coordination between all parties
• Collaborates with operations team to provide project management assistance for local construction projects, office alterations
• Works with the Senior Director and facilities team members to make office assignments, monitor space availability and manage updates related to local office maps
• Oversight of service contracts on equipment and furniture and office related expenditures
• Responsible for all matters related to safety and security, including facilitating building access, security access cards and log, new employee photos, handling emergency situations, and leading emergency drills
• Responsible for disaster planning and business recovery for the New York office
• Guides and coordinates with IT during emergencies to ensure a swift response and resolution.

The ideal candidate will have 5+ years of relevant supervisory/managerial experience in law firm setting. Bachelor's degree preferred.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$138,000 - $206,250

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.