Job Description

Our client, a prestigious law firm, is seeking an Office Administrator to join their team in Naples, FL!

Responsibilities:

• Assist with staffing processes, including recruiting, interviewing, onboarding, training, performance evaluations, disciplinary actions, terminations, and facilitating communication between staff and attorneys. Promote staff morale.
• Prepare and manage the annual budget, generate monthly variance reports, monitor expenses to ensure the budget is met, and oversee trust accounting to prevent Bar violations. Handle real estate closing disbursements, trust and operating account reconciliations, and review accounts payable for accuracy. Oversee billing and cash application processes.
• Manage leases, office facilities, utilities, artwork, equipment, and furniture for maintenance and repair. Coordinate office moves, optimize space usage, oversee capital purchases, equipment leasing, and building maintenance.
• Supervise administrative staff, including the Senior LAN Administrator and Records Assistant, in collaboration with the Connecticut team.
• Provide support for staff, attorneys, clients, vendors, and the Office Administrator by responding to inquiries. Assist with public relations, civic activities, and practice development opportunities endorsed by the firm.
• Communicate important updates to staff regarding special projects, activities, issues, and future plans. Solicit input from staff when appropriate.
• Address unethical behavior within the staff to mitigate potential exposure.
• Coordinate and facilitate events such as Professional Advisors’ receptions, client seminars, attorney dinners, retreats, seasonal celebrations, and other ceremonious activities as needed.

Qualifications:

• Strong experience in staff recruitment, training, performance evaluations, and conflict resolution.
• Proficient in budget preparation, financial reporting, and expense management.
• In-depth knowledge of trust accounting, real estate closing disbursements, and account reconciliation.
• Experience managing office facilities, including space optimization, building maintenance, and equipment leasing.
• Proven ability to manage administrative teams and collaborate with cross-functional teams.
• Excellent communication and interpersonal skills to support staff, attorneys, clients, and vendors effectively.
• Ability to maintain ethical standards and address unethical behavior proactively.
• Skilled in coordinating and facilitating corporate events, seminars, and other professional activities.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

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