Director of Office Administration | Law Firm

Location: Palo Alto, CA | HybridCompensation: $225,000–$275,000 annuallySchedule: Full-time, Monday–FridayAbout the OpportunityOur client is a nationally recognized law firm with a sophisticated, collaborative, and entrepreneurial culture.

The firm is committed to delivering exceptional client service while investing in the professional development of its people and fostering an inclusive workplace. The firm is seeking an experienced Director of Office Administration to oversee business operations, staff management, and facilities across its Northern California offices, with additional oversight of its Utah office.This is a highly visible leadership position for a hands-on, strategic operations professional who thrives in a fast-paced professional services environment and can balance day-to-day execution with long-term operational planning.Position OverviewThe Director of Office Administration will lead the overall administration of the firm’s Palo Alto and San Francisco offices, with oversight of the Utah office. This individual will manage business services personnel and facilities while coordinating with firm leadership and centralized departments, including Human Resources, Finance, IT, and Client Accounting.Working closely with office leadership and firmwide operations, the Director will serve as a key partner in operational strategy, personnel management, financial oversight, facilities planning, and process improvement. The ideal candidate is an adaptable, service-oriented leader who can navigate competing priorities, make sound decisions, and ensure efficient office operations.Key ResponsibilitiesStaff Leadership and DevelopmentLead and manage business services teams, including facilities, reception, secretarial, and administrative support personnel.Oversee recruiting, onboarding, training, performance management, employee relations, compensation administration, and resource allocation.Foster a collaborative, accountable, and service-oriented workplace culture.Support staffing needs and organizational development initiatives.Facilities and Office ManagementOversee daily office operations, facilities, space planning, inventory, records management, reception, telecommunications, and general office services.Manage relationships and negotiations with vendors, landlords, and external service providers.Ensure compliance with office safety, security, and operational procedures.Anticipate future office needs and recommend improvements to space utilization and operational efficiency.Financial Management and Billing SupportOversee office budgeting, forecasting, expense management, and capital improvement planning.Support financial controls, accounts payable, local financial administration, and related reporting requirements.Supervise billing workflows and coordinate with attorneys, billing personnel, and centralized accounting teams to ensure timely and accurate client billing.Monitor billing deadlines, client-specific requirements, billing rates, and firm policies.Strategic Operations and AdministrationPartner with office leadership and firmwide operations on strategic planning, practice management, risk management, and organizational effectiveness.Evaluate processes and implement improvements that enhance efficiency, accuracy, service quality, and cost-effectiveness.Coordinate with HR, Finance, IT, and other internal and external service providers to address operational needs.Support recruiting, onboarding, and integration of new personnel.Perform additional responsibilities as needed.QualificationsAssociate’s or bachelor’s degree required; a degree in Business Administration, Management, Human Resources, or a related field is preferred.At least 8 years of relevant professional experience, with recent experience in office administration, office management, or a comparable leadership role.Experience managing teams in a law firm or professional services environment strongly preferred.Demonstrated experience with staff development, facilities management, budgeting, billing support, and inventory or resource management.Strong communication, analytical, organizational, and decision-making skills.Excellent interpersonal skills and a commitment to delivering outstanding internal and external client service.Ability to manage competing priorities, work independently, and operate effectively in a hands-on leadership capacity.Working knowledge of Microsoft Office and standard practice management and billing systems.SHRM-CP, SHRM-SCP, PHR, or SPHR certification preferred.Location and TravelThe position is based in Palo Alto, California, with a hybrid work arrangement.Full-time schedule, Monday through Friday, generally 9:00 a.m.–5:30 p.m. Pacific Time.Travel to the San Francisco office at least four times per month.Quarterly travel to Utah.Compensation and BenefitsThe anticipated base salary range is $225,000–$275,000 annually, depending on qualifications, experience, and location.The comprehensive benefits package includes medical, dental, vision, prescription drug, life and disability insurance, flexible spending accounts, a 401(k) plan, and paid time off.How to ApplyInterested and qualified candidates are invited to apply by emailing their resume to stacey@includinginclusion.com