Office Administrator - Florida Offices

Quarles & Brady LLP
United States, Florida, Naples
Feb 24, 2025
Office Locations: Naples We are seeking a highly motivated Office Administrator to oversee the daily management of our administrative functions in our Florida offices. This role is based in Naples but also includes responsibilities for our Tampa office. The ideal candidate will be a strong leader with excellent organizational, communication, and problem-solving skills. Key Responsibilities: Manage day-to-day office operations under the direction of the Chief Operating Officer and Managing Partners. Supervise and support administrative staff, including Operations Assistants, Billing Specialists, Receptionists, Legal Assistants, and Office Services Assistants. Coordinate office marketing activities and assist with business development and community events. Oversee facilities management, including repairs, leasehold improvements, and supply orders. Ensure compliance with firm policies and procedures, including performance appraisals, timesheet approvals, and staff development. Support recruitment, onboarding, and human resources activities in collaboration with the HR team. Manage office budgets, accounting functions, and reconciliation of expenses. Develop and maintain a business continuation plan for the Florida offices. Coordinate office meetings and events, including ordering meals, signing contracts, and processing payments. Travel to the Tampa office once per month. Qualifications: Bachelor's degree required. Minimum of 5+ years of progressively responsible experience, including supervisory roles. Proven ability to lead and motivate a team. Strong organizational, communication, and customer service skills. Ability to multi-task, prioritize, and work effectively in a fast-paced environment. Proficiency in Microsoft Office and strong technical skills. Ability to maintain confidentiality and act according to ethical principles. Analytical skills and attention to detail.