Office Administrator

About the role

This Office Administrator page establishes the scope of work for administrative oversight in Minneapolis. The role provides day-to-day management and long-term strategic planning for Human Resources, Operations and Facilities, Administrative Support, and Financial Planning. The Office Administrator acts as a trusted advisor to office leadership, identifying issues and anticipating needs to ensure smooth operations without requiring unnecessary executive intervention. This position requires a proactive individual who can manage confidential matters with discretion while maintaining a high level of professionalism in all interactions. The successful candidate will be responsible for driving operational excellence and fostering a collaborative environment across departments. They must be able to balance multiple priorities under pressure and maintain a solutions-oriented mindset. Effective communication and interpersonal skills are essential for success in this multifaceted role.

Key facts

What you'll do

Setting personnel records and ensuring policy consistency across teams guides daily operations and maintains organizational integrity. Guidance on compliance with regional employment regulations applies to every employment choice to mitigate legal risk and ensure ethical standards. Coordination of performance reviews, promotions, and improvement plans occurs alongside HR partners to align individual growth with firm objectives. Organization of interview schedules for legal roles supports attorney staffing needs and ensures timely project execution. Design of onboarding journeys for new hires manages initial office integration and accelerates time-to-productivity. Approval of time records, monitoring of leave, and maintenance of Dayforce accuracy for staff are handled to ensure payroll precision and compliance. Management of vendor relationships, office supplies, and facility maintenance requests is efficient to support uninterrupted workflow. Presentation of budget data, variance explanations, and expense reviews is directed at executive stakeholders to inform strategic decision-making. Oversight of office assignments and internal office restructuring is expected to optimize space utilization and team dynamics. Partnership with the Firm's Director of Real Estate Operations and Facilities on space planning, leasehold improvements, and office relocation is mandatory for long-term planning. Ensuring the office is impeccably maintained is required to uphold the firm's professional image and standards. Management of routine maintenance requests is a responsibility to address issues promptly and efficiently.

Requirements

Handling full cycle human resources tasks for direct reports without error is mandatory to ensure operational stability and compliance. Following established policies while supporting financial planning and facilities oversight is required to maintain consistency and transparency. Management of personnel concerns with resolution of workflow disruptions using sound judgment is essential to preserve team morale and productivity. Coordination with recruiting teams on sourcing, interviewing, and hiring decisions must be maintained to secure top-tier talent. Preparation of compensation budgets and monitoring of office spending against financial plans is necessary to control costs and allocate resources effectively. Upkeep of maintenance schedules to ensure meeting areas and cafes remain operational is required to support daily business activities. Serving as the primary liaison resolving issues between attorneys and support staff is mandatory to foster a harmonious work environment. Processing weekly invoices, approving timecards, and transmitting data to accounting is required to ensure financial accuracy and regulatory compliance. Administration of new hire onboarding is required to integrate staff smoothly into the firm's culture and processes. Hourly employee time and attendance processes are administered, including approval of time away requests and administration and monitoring of electronic worktime recording, approval, and submission. The Office Administrator serves as the primary liaison between attorneys and administrative teams, acting as the first point of contact for concerns and independently resolving workflow or staffing challenges before escalation. Financial management functions for the office(s) are performed or managed to ensure fiscal responsibility and adherence to firm standards.

Practical notes

This role operates from the Minneapolis office location and requires a full-time commitment of 40 hours per week. The position is classified as exempt, and candidates must be able to meet the responsibilities outlined in the requirements section. Successful candidates will demonstrate a high level of integrity, discretion, and professionalism in all aspects of the role. The ability to manage confidential information and navigate sensitive situations is critical. Effective time management and organizational skills are necessary to juggle competing priorities and deadlines. Strong written and verbal communication skills are essential for interacting with internal stakeholders and external partners. The role may involve occasional travel within the Minneapolis area as needed for business purposes.