Regional Office Administrator Nicolaides Fink Thorpe Michaelides Sullivan

LLP - 3.4

Chicago, IL Job Details Full-time From $150,000 a year 18 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Work from home Parental leave Vision insurance 401(k) matching Life insurance Referral program Retirement plan Qualifications Staff supervision Confidential information handling Facilities maintenance management Team supervision Microsoft Office Hiring Bachelor's degree Vendor relationship management Recruiting Property management Full Job Description Position Summary The Regional Office Administrator provides operational leadership for the Firm's Chicago, Dallas, and Denver offices . Working closely with the Chief Operating Officer, local office leadership, and administrative department leaders, this position requires a hands-on approach to ensure a consistent, professional, and well-supported workplace across all three locations. The role oversees office operations, employee arrivals and departures, facilities, administrative staffing, vendor relationships, events, budgets, invoices, and operational initiatives while coordinating with Human Resources, Talent Acquisition, Information Technology, Finance, Marketing, and other Firm functions. This role is primarily based in Chicago, with periodic travel to other Firm offices as needed. The role is four days a week in office, with the option to work remotely one day/week. This is an exempt role, with compensation starting at $150,000; final offer details will be based on experience, qualifications, and overall fit for the role. The compensation package includes potential for annual performance-based raises and discretionary bonuses. Key Responsibilities Office Operations Act as the primary administrative contact for day-to-day operational needs across the Chicago, Dallas, and Denver offices, responding professionally to employees, attorneys, visitors, building management, and vendors. Maintain safe, welcoming, and efficient offices, including oversight of repairs, supplies, food and beverage service, records destruction, visitor access, signage, mail, workspace assignments, directories, and other workplace services. Partner with local leaders and administrative teams to identify coverage needs, address service gaps, and improve office operations across locations. Coordinate the office-administration components of attorney and staff onboarding and departures in partnership with Talent Acquisition, Human Resources, Information Technology, Finance, and department leaders. Manage orientation schedules, communications, workspace and equipment readiness, building access, office tours, required notifications, equipment returns, workspace closeout, transition logistics, and checklist completion. Help standardize onboarding and offboarding forms, handoffs, tracking, and follow-up across offices. Employee Experience Serve as a visible ambassador for the Firm and help foster a collaborative, service-oriented culture and consistent workplace experience across offices. In partnership with Marketing and local leadership, plan and execute office events, employee-recognition activities, retreats, educational programs, and special gatherings, including budgets, venues, travel, meals, materials, gifts, and onsite logistics. Coordinate office artwork, branding, signage, and other workplace-enhancement initiatives with Marketing and outside vendors. Team Leadership and Administrative Support Directly supervise assigned paralegals, office services, reception, and other designated administrative personnel; set priorities, provide coaching, approve time and leave requests, ensure reliable coverage, and support annual performance and compensation processes. Coordinate with the Associate Office Administrator and other managers responsible for legal assistant supervision to support consistent service, workload coverage, training, and communication across offices. Participate in recruiting and interviewing for administrative positions and provide input on staffing needs. Address employee relations, accommodation, performance, and separation matters in partnership with Human Resources and the Chief Operating Officer, following Firm procedures and applicable requirements. Lead or support operational initiatives and special projects assigned by the Chief Operating Officer. Facilities, Property Management, and Business Continuity Manage property-management relationships and coordinate building communications, access credentials, parking, deliveries, loading-dock access, certificates of insurance, and vendor visits. Coordinate workplace safety activities, emergency planning, inspections, drills, and required postings with appropriate internal and building resources. Lead or support office openings, expansions, relocations, renovations, and reconfigurations, coordinating with internal stakeholders and outside service providers. Maintain operational readiness and promptly escalate facility, security, technology, or service disruptions to the appropriate internal and external resources. Vendor and Financial Administration Research, recommend, onboard, and manage assigned vendors; monitor service quality, contract terms, costs, responsiveness, and opportunities for savings. Review and approve assigned office and facilities invoices and corporate-card charges; support monthly reconciliation and maintain appropriate documentation in coordination with Finance. Administer designated annual attorney registration processes, coordinating additions, changes, renewals, and removals with appropriate internal teams and service providers. Qualifications Bachelor's degree strongly preferred; candidates with an equivalent combination of education and relevant experience will be considered. 10+ years in office administration, workplace operations, or professional services management; law firm experience strongly preferred. Demonstrated experience supervising employees, managing vendors, coordinating facilities, and balancing priorities across multiple locations. Sound judgment and discretion when working with confidential employee, attorney, financial, and business information. Excellent written, verbal, organizational, relationship-management, and problem-solving skills. Proficiency with Microsoft 365 and the ability to learn and administer Firm systems, workflows, and vendor platforms. Ability to work primarily from the Chicago office four days per week, travel periodically among Firm offices, and provide additional support when operational needs require. Core Competencies Operational leadership and follow-through Professional judgment and confidentiality Client-service mindset Clear communication and collaboration People leadership and coaching Planning, prioritization, and problem solving Financial and vendor stewardship Adaptability and continuous improvement

Pay:

From $150,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Referral program Retirement plan Vision insurance Ability to

Commute:

Chicago, IL 60606 (Required)

Work Location:

In person