Office Administrator (New York)

• Responsible for promoting and building local office culture/morale and plan local office events that support togetherness.
• Partner with other departments to execute on local office and firmwide events such as Business Professionals Appreciation Week.
• Meets regularly with NY office partners to ensure office operations are aligned with local expectations.
• Works with attorneys and Practice Management team to ensure local attorney satisfaction and needs are met.
• Assists with secretarial pairings/coverage for New York attorneys, paralegals, and other professionals receiving local assistance.
• Assists with staffing recommendations and planning relating to administrative and operations staff in the New York office.
• Reviews and approves timecards and PTO requests for local employees as necessary.
• Act as a mentor for administrative staff.
• Responsible for providing feedback to Sr. Director/HR regarding employees’ performance.
• Assists with management of non-employee service providers, vendors, and/or temporary employees as needed.
• Responsible for providing frequent feedback to administrative staff and document performance issues.
• Partners with the HR team on performance evaluations, development of performance training and improvement plans as needed.
• Ensures firmwide policies/procedures are observed and understood by local staff.
• Performs other related duties as required.

• Acts as liaison with landlord/building management office to maintain effective communication and coordination between all parties.
• Oversee office moves, including coordination with various departments and managers, working with the building as needed.
• Provides project management assistance for construction projects, office alterations, and furniture installation or removal.
• Coordinates with Senior Director on office assignments and responsible for updating office maps.
• Responsible for updating the Senior Director on office and space availability.
• Notify and liaise with the Human Resources department on any workers’ compensation matters, as appropriate.
• Oversight of service contracts on equipment and furniture and schedule repairs/replacements as needed
• 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.
• Effectively collaborates with Office Administrators across the Firm to meet overall operational goals.
• Assists with the management and logistics of onsite events, as needed.
• Performs other related duties as required.

• Manage the mail/copy and hospitality/receptionist/catering functions, including office supplies and supplies related to US Mail, Fed Ex, and local courier deliveries
• Manage the overall maintenance of kitchens and conference rooms to ensure cleanliness, functionality, and safety
• Follow firmwide policies and procedures for the management of various office services processes, procedures, and functions, including how to handle process servers
• Collaborate with event coordinators and marketing department regarding firm events, client events, networking events, and workshops that are hosted in the New York Office
• Work 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
• Responsible for the NY Office budget (in-house food and beverage expenses, including catered meals, kitchen supplies and equipment)
• Reviews, code and process invoices for catering, equipment, and services
• Collaborate with the appropriate department to manages NY Office specific information on the firm’s internal web portal
• Perform other related duties as required

• Act as liaison with IT staff on conferencing related services, meeting set up for internal and external events
• Communicates and collaborate regularly with IT Team on various office needs
• Responsible for assisting and guiding IT with emergencies as required

• Assist Senior Directors with local office budgeting and purchasing
• Monitor local budget expenses and reports to Senior Directors on budget variances
• Monitor and approves expense reports and accounts payable for office related charges

• Professional presence and good judgement.
• Client service focus and excellent leadership skills.
• Self-starter, proactive, and resourceful.
• Exceptional time management skills.
• Ability to think strategically and innovatively.
• Ability to prioritize and handle multiple tasks with minimal oversight in a fast paced and high-pressure environment.
• Strong analytical skills.
• Professional and friendly, “can-do” demeanor.
• Ability to maintain absolute confidentiality.
• Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
• Experience with team building and conflict resolution.
• Ability to mentor, effectively supervise, lead, motivate and train staff.
• Overall knowledge of basic software systems such as Workday, EMS, Maptician.
• Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat and other applications.
• Excellent written, verbal, and organizational skills.
• High level of attention to detail and quality control.

Fenwick & West