Office Administrator

**Overview**

Coordinates and oversees day-to-day office administrative functions, including office organization, file and records management, purchasing, mail distribution, matter entry, client invoicing, accounts receivable, and office maintenance and security. Supports the business needs of the District Manager and performs administrative duties for office personnel. Oversees office administration to achieve maximum efficiency, expense control, and productivity. Level of responsibility projected to expand with office growth and may (or may not) include supervising administrative staff. Works under general supervision, exercising initiative and independent judgment in the performance of tasks.

**Essential Job Functions**
- Matter Specific Administration_
- Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company’s business.
- Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy. Communicates with clients on a professional level.
- Works within company database to create reports to ensure timely processing of open and pending matters.
- General Office Administration_
- Answers phones and route calls and messages to office personnel.
- Supports the business and production needs of the District Manager and the district office.
- Responsible for proofreading, quality control, and distribution of outgoing work documents.
- Assists business development staff with database management, presentation materials, and special events.
- Purchasing of office supplies, equipment, and furniture with the guidance of the District Manager. Also oversees maintenance of office facilities and equipment.
- Processes matter check requests, and third-party invoices.
- Cross-train and assist other administrative staff to ensure efficient and timely workflow. Assist with coordinating department staff vacation.
- Position may or may not supervise other administrative staff.
- May assist the District Manager and Business Development Manager with client collections.
- Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
- Attends and participates in monthly region administrative conference calls.
- Performs other duties as assigned.

**Required Education and Certifications**
- High school diploma with some college.
- Undergraduate degree or higher desired.
- Minimum of 10 years’ experience in an administrative and/or supervisory capacity.
- Certification as an administrative professional desired.
- Experience in legal, construction, insurance industries a plus.

**Required Skills and Abilities**
- Must have high level of interpersonal skills to handle sensitive and confidential information.
- Must be able to handle sensitive and confidential information.
- Must be able to understand departmental operations and business procedures.
- Must be able to interact and communicate with individuals at all levels of the organization.
- Must possess excellent business writing, editing, and proofreading skills.
- Work requires continual attention to detail, establishing priorities, and meeting deadlines.
- Must have ability to read, analyze, and understand information and ideas presented in writing.
- Must be able to respond written or verbally to job specific and general inquiries from management, peers, subordinates, clients, and external vendors.

**Physical Demands** - Work is performed primarily in an office setting. Employee is frequently required to stand, walk, sit, climb, bend, balance, stoop, kneel, crouch, talk, and hear. Employee may lift and/or move up to 25 pounds. Clear vision and depth perception are also necessary.

**Overtime** - This position is salaried with a non-exempt ESA status, unless it includes supervisory responsibilities of other staff. Regular working hours are 8:00 a.m. to 5:00 p.m. Monday through Thursday and 8:00 a.m. to 2:30 p.m. on Friday, with a half hour for lunch. There will be periods where overtime will be required, which the employee will need to comply with in order to meet the demands of the position.

**Travel Requirements** - Not expected for this position.

THIS JOB DESCRIPTION IS SUBJECT TO CHANGE AND DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT OR A GUARANTEE OF CONTINUED EMPLOYMENT.

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