Job Details

Office Administrator

FLSA Status: Exempt

Department: Human Resources

Reports To: Senior Human Resources Administrator

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for an Office Administrator in our Houston office. The Office Administrator manages the administrative functions of a law firm, ensuring the office runs smoothly, efficiently, and in alignment with firm policies and strategic objectives. This position serves as the local liaison between attorneys, staff, and firm leadership, overseeing staffing, and administrative support services to maintain a high-performing, client-focused environment.

KEY RESPONSIBILITIES:

Leadership and Management

• Oversee the daily operations of the office to ensure all administrative and support functions are performed efficiently.
• Supervise and develop administrative support staff, including reception, and secretarial support.
• Partner with department leaders to support all firmwide policies and initiatives at the local level.
• Establish and maintain strong interpersonal relationships with the Office Managing Partner to collaborate on strategic initiatives and implement as directed.
• Partner with local Practice Group Leaders to align administrative support and teams to ensure seamless integration of new hires.
• Demonstrate sound judgment, discretion, and professionalism in all interactions, serving as a role model for staff and a trusted advisor to firm leadership.

Operational Responsibilities

• Coordinate office moves in partnership with the Operations department.

Staffing and Employee Relations

• Support hiring, onboarding, training, and development for administrative staff.
• Manage the evaluation and compensation process for business professionals.
• Coordinate local onboarding and orientation for new hires, ensuring they are integrated smoothly into the office and firm culture.
• Serve as a first point of contact for employee questions, concerns, or workplace issues, escalating to HR leadership as appropriate.
• Partner with HR leadership on employee relations issues, performance management, and policy compliance.
• Oversee the offboarding process to ensure a smooth and respectful transition for departing employees, including conducting exit interviews of business professionals to gather and identify opportunities for firm improvement.
• Foster a positive, inclusive, and professional workplace culture aligned with firm values.

Compliance and Risk Management

• Maintain compliance with firm risk management, data privacy, and confidentiality standards.
• Ensure proper records retention and confidentiality practices are followed in compliance with legal and firm standards.
• Document and maintain records related to performance, attendance, and employee relations.

Financial and Resource Management

• Manage and monitor the office HR budget, ensuring expenses are controlled and cost-effective decisions are made.

Event Planning and Coordination Responsibilities

• Plan, organize, and execute office events such as Business Professional meetings, holiday celebrations, recognition and community engagement programs.

Compensation and Payroll Coordination

• Ensure timekeeping procedures comply with federal and state wage and hour laws and adherence to Fair Labor Standards Act requirements.
• Collaborate with Payroll on compensation adjustments, bonus documentation, and administrative staffing changes.

QUALIFICATIONS:

• Proficient skill level in the use of Microsoft 365 - especially Word and Excel.
• Ability to create and type own correspondence; use a computer, keyboard, and other standard office equipment.
• Demonstrate outstanding judgment, professionalism, and a high degree of confidentiality.
• Strong customer service attitude required.
• Exemplary verbal and communication skills.
• Interpersonal skills necessary to communicate with employees at all levels with courtesy and tact.
• Ability to communicate effectively in person, over the phone, and through written correspondence.
• Excellent organizational skills and attention to detail.
• Strong analytical skills.
• Must work well under pressure, be a problem-solver and team player.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Multi-task oriented, resourceful, and creative.
• Ability to work independently.
• Ability to review and interpret documents and data, with or without reasonable accommodation.

Education:

• Bachelor's degree from an accredited college or university preferred.
  • High school diploma or GED required.
• SHRM certification required.

Years of Experience:

• Minimum of 5 years' experience in a law firm or professional services office with experience using HRIS software system(s).

Working Conditions:

• Normal office environment with little exposure to excessive noise and temperature.
• Work sometimes requires more than 40 hours per week to perform the essential duties of the position.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at ...@jw.com