Office Administrator

About Whiteford

Whiteford Taylor & Preston is a full-service law firm that takes a business-minded approach to legal practice. We provide a comprehensive range of business law and litigation services to clients that include innovative start-ups, middle-market companies, and Fortune 100 enterprises. With a strong Mid-Atlantic presence, our offices span Delaware, Washington, D.C., Florida, Kentucky, Maryland, New York, North Carolina, and Virginia.

We are currently seeking an experienced and dynamic Office Administrator to oversee the operations of our Falls Church, VA and Washington, DC offices. This is an exciting opportunity to play a key leadership role in ensuring the smooth day-to-day functioning of two of the Firm’s busy and growing locations.

Job Summary

The Office Administrator is responsible for the business administration and day-to-day operations of assigned Whiteford offices and may support additional locations as needed. This role oversees all administrative support functions—including personnel management, event coordination, facilities, and IT support—to ensure efficient, organized, and professional office operations. The Office Administrator directly supervises non-attorney staff such as Paralegals, Legal Administrative Assistants (LAAs), Receptionists, and Support Services staff. This position reports to the Director of Office Administration and works closely with the Office Managing Partner to align operations with firm goals and priorities.

Key Responsibilities

Client Service & Operational Oversight

• Foster a professional, client-focused environment that delivers excellent service to internal and external clients.
• Anticipate needs, resolve inquiries promptly, and ensure consistent operational excellence.
• Administer and monitor adherence to firm policies and procedures.
• Collaborate with other Office Administrators and the Director of Office Administration to share best practices and maintain firm-wide consistency.

Personnel Management

• Supervise, schedule, and assign non-attorney staff to ensure effective workload distribution and legal support.
• Manage staff performance, address issues through coaching and performance plans, and implement corrective actions in collaboration with HR.
• Oversee recruitment, hiring, onboarding, and retention of non-attorney staff.
• Support staff development through ongoing training and mentoring.
• Coordinate and provide input on annual evaluations and compensation recommendations.
• Monitor office dynamics to proactively resolve employee relations issues.

Office Operations

• Oversee planning and use of office resources to support business needs.
• Facilitate integration of new hires, including lateral attorneys and associates.
• Coordinate office events and functions.
• Ensure compliance with records management protocols, including offsite storage.
• Maintain a safe and healthy work environment in accordance with firm and building policies.
• Liaise with the IT department to support office technology needs.

Facilities Management

• Manage office space planning and moves to ensure effective, secure operations.
• Maintain accurate records of personnel directories, LAA assignments, and floor plans.
• Serve as primary contact for building management and security on maintenance and facility issues.
• Act as safety coordinator and support emergency preparedness protocols.
• Oversee procurement and maintenance of office equipment and supplies.
• Ensure all common areas (e.g., reception, conference rooms, kitchen, lounge) are clean, organized, and presentable.
• Oversee daily operations to ensure consistency with firm standards.
• Administer the firm’s Parking and/or Commuter Benefit Program as applicable.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree in business administration, management, or related field—or equivalent experience.
• Proven experience in office administration, preferably within a law firm or professional services setting.
• Strong leadership and supervisory skills and demonstrated success in managing staff.
• Excellent communication, interpersonal, and organizational skills.
• Discretion and the ability to handle confidential information appropriately.
• Familiarity with HR practices, including recruiting, training, performance management, and employee relations.
• Working knowledge of space planning and facilities management.
• Experience working with external vendors and service providers.