Office Administrator

Our tenured client, a multi-office professional services firm, is searching for an Office Administrator to lead two of its many offices: headquarters in Morris County (about 3 days a week) and a second office in Bergen County (about 2 days a week). The firm is team-oriented and collaborative, with a positive, family-oriented culture that encourages everyone to share ideas on how to improve. Hours are 8:30am-5:30pm, five days a week onsite, with occasional availability outside those hours. This is a full-time, exempt role.

Reporting to the Firm Administrator, the Office Administrator will be responsible for supervising 30-35 people between two offices. This includes legal professionals, a consultation team, client services, and reception staff. Legal work stays with the attorneys, so no legal background is needed. You will own the team's processes, efficiency and productivity, and you are empowered to make process changes. Familiarity with and understanding of AI will help you see opportunities for improvement, and a firm-wide resource supports you in implementing solutions that leverage technology.

In this role YOU will:

• Own the client experience in both offices: manage the client-facing team, and step in to resolve client concerns and disputes when they escalate.
• Lead the client service team: response-time standards, conflict searches before booking, call coaching, and coverage with the firm's AI phone assistant.
• Track booking, show and conversion numbers in Salesforce.
• Hire, onboard, coach, evaluate and schedule non-attorney staff, including paid time off coverage, timekeeping and payroll.
• Take ownership of both offices and build a team-first culture.
• Spot what needs fixing and get both teams using new systems and procedures.
• Manage facilities, vendors, purchasing, IT coordination and office security.

The firm is looking for a team player who:

• Takes ownership and holds themselves accountable
• Is confident and great with people
• Is a strong relationship builder
• Can have difficult conversations in a positive, meaningful way
• Takes initiative and enjoys being challenged

YOU might be the right person if YOU have:

• 5+ years in office administration or operations management, including 3+ years leading teams of 20+ people
• Experience managing a client-facing team and resolving escalated client concerns
• Day-to-day customer relationship management system use; Salesforce strongly preferred
• Familiarity with and openness to AI tools required; daily use, including prompting, preferred; building automations (e.g. n8n) a plus
• Multi-site experience preferred
• Strong Excel skills and comfort setting up computer equipment (occasional lifting up to 40 pounds)
• A bachelor's degree preferred; law firm experience not required

Our client offers a base salary of $100,000-$120,000, eligibility for a performance bonus program, excellent benefits (health benefits, paid time off and holidays, and referral bonuses), and a collaborative, family-oriented culture.

Master Search Solutions is a direct hire recruiting firm that specializes in the New Jersey marketplace. We have over 30 years of experience connecting top talent with leading businesses. We, like our client, are committed to (and celebrate) diversity, equity, and inclusion.