_{08th July, 2025}

 
 
Job Summary:
Reporting directly to the Managing Partner, you will be responsible for overseeing various administrative, operational, and HR functions within the office. The successful candidate will lead a team of office administrators/receptionists, manage vendors, supervise a client support specialist, handle tech administration, and support marketing initiatives. This role requires exceptional leadership skills, strong attention to detail, and the ability to work effectively in a fast-paced legal environment.
 
Responsibilities:
 
Admin Team Leadership:

• Supervise and guide a team of office administrators/receptionists, ensuring efficient operation of front desk activities and smooth office workflow.
• Conduct performance evaluations, establish training programs, and foster a positive work environment.
• Collaborate with team members to address administrative challenges and improve processes.

 
Vendor Management:

• Oversee vendor relationships, including office supplies, equipment maintenance, and other services.
• Negotiate contracts, monitor service quality, and ensure cost-effective solutions.
• Proactively seek opportunities for improvement and innovation in vendor services.

 
Client Support Specialist Supervision:

• Supervise a client support specialist responsible for opening files, collecting data, and communicating with clients.
• Provide training and support to ensure accurate and timely handling of client-related administrative tasks.
• Monitor the quality of client interactions and identify areas for improvement.

 
Technology Administration:

• Oversee the maintenance and troubleshooting of office technology, including computers, software, and communication systems.
• Collaborate with IT support providers to address technical issues promptly.
• Stay updated on emerging technologies and recommend appropriate enhancements to improve office efficiency, with a particular focus on AI and immigration industry software options.

 
Operations and Process Efficiency:

• Collaborate with our client's attorneys to develop and implement strategies for our client's operations and process improvement.
• Provide regular reports and updates to our clients' Partners on the status of operational initiatives, highlighting achievements and areas for further improvement.
• Identify areas of inefficiency and propose solutions to streamline workflows, enhance productivity, and reduce costs.
• Monitor and analyze key performance indicators (KPIs) to assess the effectiveness of office operations and make data-driven recommendations for improvement.
• Implement and maintain standardized procedures, policies, and systems to ensure consistency and efficiency across the company.
• Stay updated on industry best practices and trends related to law office administration, and proactively introduce innovative ideas to enhance operational effectiveness.

 
HR Functions:

• Assist with HR-related tasks, such as recruitment, onboarding, employee relations, and performance management.
• Coordinate with third-party HR Vendor to ensure compliance with legal and ethical standards, including employment laws and regulations.
• Coordinate employee benefits and maintain accurate records.

 
Marketing Support:

• Collaborate with the Managing Partner to support marketing efforts, including social media management, website updates, and promotional activities.
• Contribute to the development of marketing materials and strategies.
• Maintain client databases and assist with client communications as needed.

 
Qualifications:

• Bachelor's degree in business administration, management, or a related field (preferred).
• Proven experience in a similar administrative or office management role, preferably in a law firm.
• Strong leadership and team management skills.
• Excellent organizational and multitasking abilities.
• Exceptional attention to detail and accuracy.
• Proficient in office software and technology, including Microsoft Office Suite.
• Knowledge of HR practices and employment laws.
• Familiarity with marketing principles and strategies is a plus.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

 
We are an equal-opportunity employer. We do not discriminate in hiring or employment against any individual based on race, color, gender, national origin, ancestry, religion, physical or mental disability, age, veteran status, sexual orientation, gender identity or expression, marital status, pregnancy, citizenship, or any other factor protected by anti-discrimination laws.

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