Legal Office Administrator

$50,000 - $65,000/Yr

Unclassified - Buffalo, NY

Full-time - Mid Level

Buffalo, NY

About the position

Rupp Pfalzgraf LLC is a full-service law firm located in downtown Buffalo, committed to excellence in the practice of law. We are seeking a highly organized and proactive Legal Office Administrator to join our team. This role is crucial for ensuring the smooth operation of our offices by overseeing various administrative and facilities-related tasks. The ideal candidate will be responsible for managing office supplies, vendor relationships, legal conflict checks, and facility maintenance while supporting staff and enhancing operational processes. The Legal Office Administrator will play a key role in identifying opportunities within current systems and processes to drive efficiency across the firm. This position requires strong attention to detail, excellent communication skills, and the ability to multitask effectively. The Legal Office Administrator will oversee the efficient operation of the firm's office and facilities, ensuring a productive work environment. Responsibilities include managing office supplies and inventory, coordinating vendor due diligence requirements, maintaining the firm's required insurance policies, and ensuring staff notary licensing and attorney registrations are current. The role also involves monitoring staffing levels and the overall workflow of the core staff, as well as identifying and implementing opportunities for process improvements. In addition to office management, the Legal Office Administrator will handle maintenance requests, liaise with building management and external contractors, and coordinate office moves and buildouts. The position requires collaboration with the Director of Human Resources to support office operations and staff needs, ensuring effective communication with all levels of staff to provide support and resolve issues promptly.

Responsibilities

• Oversee staff duties, workflow, and capacity across all locations, including reception and scheduling.
• Manage office supplies and inventory, ensuring timely replenishment and cost-effective procurement.
• Coordinate vendor due diligence requirements and maintain strong vendor relationships.
• Maintain the firm's required insurance policies at the limits specified by current clients and business needs.
• Ensure staff notary licensing and attorney registrations are current.
• Monitor staffing levels and the overall workflow of the core staff.
• Identify and implement opportunities for process improvements and increased efficiency.
• Manage maintenance requests and liaise with building management and external contractors.
• Handle maintenance issues and coordinate repairs to ensure a safe and functional office environment.
• Oversee office furniture and equipment, ensuring proper maintenance and replacement as needed.
• Coordinate office moves and assist with office buildouts, ensuring minimal disruption to operations.
• Oversee legal conflict checks and ensure compliance with firm policies.
• Manage the opening and closing of files, maintaining accurate and organized records.
• Collaborate with the Document Management Lead to ensure an efficient file retrieval and storage system.
• Work closely with the Director of Human Resources to support office operations and staff needs.
• Communicate effectively with all levels of staff, providing support and resolving issues promptly.

Requirements

• Bachelor's degree or equivalent experience in office administration, facilities management, or a related field.
• Minimum of 3 years of experience in office or facilities management.
• Minimum of 3 years of experience in a legal office.
• Experience with improving processes, taking initiative to develop proposals, and implementing them to help drive efficiency.
• Knowledge of inventory and supply ordering systems is preferred.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving skills and the ability to work independently and as part of a team.

Nice-to-haves

• Experience with legal conflict checks and file management systems.
• Familiarity with vendor management and procurement processes.

Benefits

• Profit sharing
• Health savings account
• Disability insurance
• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Paid time off
• Parental leave
• Employee assistance program
• Vision insurance
• 401(k) matching
• Professional development assistance
• Life insurance