Office Administrator - Nashville; Hybrid

Experience Required

Under minimal supervision, the Office Administrator will manage the administrative operations of our Nashville, TN, Greenville, SC, and Charlotte, NC offices. The Office Administrator will work collaboratively with firm management and will have significant interaction with corporate departments.

This is a hybrid position located in Nashville, TN.

• Provides leadership and direction to the office staff employees.
• Communicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clients’ needs.
• Actively participates in attorney and other office meetings.
• Works effectively with regional Team Leader and as a member of an Office Administrator Team.
• May serve as a Project Leader.
• Seeks input from employees as appropriate and encourages open communication.
• Is proactive in developing plans for the short-term and long-term needs of the office.
• Keeps the attorneys and employees appropriately informed.
• Maintains confidential information.

• Maintains an appropriate level of staffing in the office.
• Hires and supervises the paralegals, legal secretaries and other support staff.
• Provides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards.
• Conducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate.
• Manages to the highest standards of client service.
• Implements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate.

• Maintains local office CLE records and ensures compliance with State requirements.
• Manages/coordinates internal firm-wide CLE webinars for local office(s).
• Participates in lateral attorney recruiting including completion and submission of attorney hire checklists and verification of current Bar admission.
• Manages client intake procedure and file transfer procedure for lateral Shareholders under the Firm's established procedures.

• Ensures that all facilities and office services functions are well organized, productive and effectively supporting the needs of the office. These services include reception, mail, photocopy, messenger, purchasing and supplies.
• Manages relations with local vendors and local representatives of national vendors.
• Maintains local office emergency response and safety programs.
• Maintains local security system and physical security of space.
• Works collaboratively with Corporate on space utilization, lease administration and subleasing.
• Works collaboratively with Corporate and national real estate vendor on build‑out, refurbishment and relocation projects.
• Serves as a liaison to local property management and coordinates maintenance/repair with local property management/outside services.

• Prepares and manages the local office budget and business plan.
• Monitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget.
• Oversees organized year‑end collection efforts and may participate in direct collection activities.
• Approves firm and client invoices, check requests and expense reports.
• Monitors and controls staffing, operating expenses and expense recovery.
• Manages timekeepers’ weekly time entry/release to ensure deadlines are met.
• Ensures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards and communicates success and/or problems with Accounting Department.
• Coordinates financial matters as needed with the Accounting Department.

• Ensures compliance with the firm’s HR policies.
• Manages the Human Resources activities of the office, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non‑exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping.
• Manages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department.
• Coordinates and…