Law Firm Office Administrator: McRae, Smith, Peek, Harman & Monroe, LLP

The Office Administrator oversees the day-to-day administrative operations of a law firm of approximately 16 attorneys and 18 paralegals/support staff, ensuring an efficient, professional, and client-focused environment. This role coordinates office operations, facilities, vendor relations, records, reception/administrative workflows, and basic IT liaison functions, and supports HR/people-operations and finance/administrative processes without providing legal advice.

Position Description

• The Office Administrator oversees the day-to-day administrative operations of a law firm of approximately 16 attorneys and 18 paralegals/support staff, ensuring an efficient, professional, and client-focused environment.
• This role coordinates office operations, facilities, vendor relations, records, reception/administrative workflows, and basic IT liaison functions, and supports HR/people-operations and finance/administrative processes without providing legal advice.

Key Responsibilities

• Reports to: Firm Management Committee and firm partners, while also supporting associate attorneys and "of counsel" attorneys affiliated with the Firm.
• Supervise: Reception/support staff and contractors/vendors (excluding associates and paralegals).
• Oversee administration of monthly client billing and collections.
• Maintain firm financial books in cooperation with select firm partners and outside accounting services.
• Coordinate with building management regarding maintenance, access, parking, and housekeeping.
• Oversee workspace allocation, conference room readiness, and ergonomics.
• Maintain inventory for office, kitchen, and IT supplies.
• Oversee printers and MFDs, meter readings, and consumables.
• Ensure coverage for phones, front desk, client greetings, and conference room scheduling.
• Manage document production, scanning, filing, and mailing procedures.
• Implement opening/closing/destruction of files/record protocols, matter numbering, and offsite storage.
• Coordinate workstation software provision and access changes.
• Manage training for systems and processes with new employees.
• Maintain office-wide calendars (holidays, closures, firm events).
• Assist with meeting logistics, agendas, room reservations, and refreshments.
• Oversee inbound/outbound mail, certified/overnight shipments, and courier relations.
• Administer payroll for employees; help manage firm books, accounts payable, and accounts receivable.
• Schedule and track compliance and skills trainings; maintain attendance records.
• Manage PTO time and eligibility for employees.
• Manage enrollment of employees for health insurance/retirement benefits.
• Administer policy compliance checks, and reimbursements; reconcile petty cash.
• Assist with vendor W-9 collection and COIs.
• Uphold client and attorney confidentiality.
• Maintain sensitivity to potential client conflicts-of-interest.

Qualifications

• Strong accounting skills and accounting software proficiency.
• Strong organizational, prioritization, and multi-tasking skills with attention to detail.
• Excellent written and verbal communication; professional client service orientation.
• Ability to lead, train, and supervise administrative staff.
• Proficiency with Microsoft Office 365 and common office productivity software.
• Office administration experience, including facilities/vendor coordination, is preferred.
• Prior experience in a law firm or similar professional services environment, is preferred.
• Ability to handle confidential information with discretion and sound judgment.

EEO and At-Will Disclaimers

• Equal Opportunity Employer: McRae, Smith, Peek, Harman & Monroe, LLP is an equal opportunity employer. We consider applicants without regard to legally protected characteristics.
• Employment At-Will: Employment with McRae, Smith, Peek, Harman & Monroe, LLP is at will and may be terminated at any time, with or without cause or notice, subject to applicable law and written agreements, if any.

Salary And Benefits

• Compensation: Negotiable
• Benefits: Medical/dental/vision; 401(k); life/disability; paid time off; holidays; other benefits to be determined.
• Location and work schedule: 8:30 AM - 5:00 PM Monday - Friday with occasional commitments requiring work after hours and during weekends.