Associate Office Administrator 

Nicolaides Fink Thorpe Michaelides Sullivan LLP is seeking an Associate Office Administrator for the Chicago, Dallas, and Denver offices works in concert with the Regional Office Administrator, Firm’s Chief Executive Officer, the Chicago, Dallas, and Denver attorneys and staff and other firm managers to ensure operational efficiency, build Firm culture, drive employee engagement and effectiveness, and provide the appropriate support to ensure Firm goals and objectives are met. 
 
Ideal candidates are self-starters who can work independently and as part of a team; they are highly organized and detail oriented.
 
Initially the new hire will be asked to work in the office Monday through Friday, but once the tasks and responsibilities are learned, a hybrid schedule will be possible. Four days in the office and one day remote. This position will be based in the firm’s largest office in downtown Chicago.
 
This is an exceptional opportunity to join a dynamic, collaborative, and highly dedicated work environment built on collegiality and respect, with the opportunity to grow in your career as the firm grows. The firm provides benefits plans, including medical, dental, vision, life, short-term and long-term disability. Employees are also eligible to enroll in the 401(K) Profit Sharing Plan, which includes employer contributions.
 
The anticipated salary range for this position is based on a 35-hour per week schedule as well as experience; the annual rate will be $80,000-$120,000, commensurate with experience, with potential for annual performance-based raises and discretionary bonuses.
 
 
Primary Duties and Responsibilities
 
Staff Supervision

• Assist with supervision of all staff in Chicago, Dallas and Denver (excluding Billing team), including evaluating workloads, identifying backup support and special project requests;
• Ensure staff are providing required support to attorneys;
• In conjunction with Regional Office Administrator, work with IT Services to host IT skills training for staff and attorneys;
• Coach and counsel staff regarding process changes, performance issues and firm changes.

Attorney and Staff Onboarding and Departures
 

• Participate in staff interviews;
• Work closely with Office Administrator to establish a smooth, efficient onboarding process for all new hires – create orientation schedules, personnel files, ensure offices, workstations, and IT equipment are set up correctly, and review all steps of onboarding checklist.;
• Determine office or workstation assignments in conjunction with local partners;
• Serve as “brand ambassador” for the firm.
• Prepare exit forms for employee departures, following the departure checklist.

Performance Review Process
 

• Assist Regional Office Administrator with the solicitation of feedback for annual performance review process.

 
Office Administration
 

• Update and maintain office floor plans and firm phone directories;
• Assist with overseeing office aesthetics and cleanliness, including identifying and scheduling office repairs;
• Assist with management of firm vendor services for Chicago, Dallas, and Denver; including print and copy services, plant maintenance, security access systems, beverage companies, AV, HVAC, document shredding, harassment prevention training, legal research services, office supplies, furniture repair, and others as needed;
• Work with the Accounting department each month to reconcile firm credit card charges across the Chicago, Denver, and Dallas offices;
• Collaborate with Operations Management Team on firm initiatives.

 
Vendor Management
 

• Assist with vendor relationships and contract renewals for Chicago, Dallas, and Denver including access control systems, document shredding, interior plant maintenance, beverage service provider, legal research, e-filing platforms, furniture repair, signage, business card/stationary printer, and HVAC;
• Assist with approval of invoices related to vendor work. 

Office Moves
 

• Assist with office relocation and expansion projects in Chicago, Dallas, and Denver, including working with local office team, architects, construction team, furniture vendor, IT services, and moving services.

 
Event Planning
 

• Assist Regional Office Administrator with planning and execution of Chicago, Denver, and Dallas office parties, staff appreciation events, as well as other events and celebrations;

Property Management
 

• Communicate with respective property management teams in Chicago, Dallas, and Denver regarding:
• Office maintenance and repairs;
• Special events and requests;
• Safety meetings and Emergency Response procedures;
• Building ID badges and parking access (where applicable);
• Required documentation, including COIs, and adherence to building protocols;
• Guest registration;
• Annual fire extinguishers inspection.

Employee Engagement
 

• In conjunction with the Regional Office Administrator, respond to all verbal and written requests; solicit feedback and engage in open dialogue to promote collaborative environment;
• Assist with identifying and ordering supplies and snacks for Chicago, Dallas, and Denver;
• Order gifts or flowers for weddings, births, funerals, and get well wishes;
• Work closely with the administrative team to identify cost savings;
• Assist with planning and execution of  out-of-town events, including retreats, training and special events;
• In conjunction with the Talent Acquisition Manager, provide support as needed for the Firm’s Summer Associate Program;
• Other duties and projects as assigned.

 
Knowledge/Skills/Abilities
 

• Ability to work in the office Monday through Friday initially and then move to hybrid schedule; 4 days in office and 1 day remote;
• Previous experience managing people and projects in a law firm environment;
• Strong technology skills;
• Proficiency in Microsoft Office and Adobe Acrobat Pro;
• Ability to communicate clearly and concisely, both verbally and in writing;
• Ability to exercise good judgment and diplomacy in complex situations;
• Ability to proactively problem solve and adapt to evolving situations;
• Ability to work well in a team environment, demonstrating professionalism while working with diverse audiences;
• Ability to prioritize and manage multiple assignments under time pressure;
• Ability to take initiative and follow through on projects;
• Ability to perform at high levels and successfully adapt to changing priorities and working demands;
• Flexibility to respond to requests after hours and weekends;
• Ability to travel to other office locations, as needed.

 
Education/Experience/Certifications
 

• Minimum AA degree; Bachelor’s degree preferred;
• Four to six years of professional services office administration experience required;
• Previous experience working in a law firm required.

 
Salary Range: $80,000-$120,000 annually.
In accordance with Illinois’s pay transparency laws, we are providing the salary range for this position. The actual salary offered will be based on various factors, including but not limited to, the candidate’s experience, qualifications, and location. This range represents the base salary only and does not include other forms of compensation or benefits. Please submit your resume and cover letter detailing your interest in the role at Assistant Office Administrator Application.

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Nicolaides Fink Thorpe Michaelides Sullivan LLP is an Equal Opportunity Employer M/F/D/V. We support and encourage workforce diversity. We do not discriminate on the basis of race, color, gender, religion, age, national origin, sexual orientation, or disability in any of our recruitment, hiring, or placement processes. 

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