Position: Legal Office Administrator

Company: Rupp Pfalzgraf LLC

Location: Buffalo, NY

Who We Are: Rupp Pfalzgraf LLC is a full-service law firm located in downtown Buffalo that is driven by forward-thinking attorneys who embrace our clients’ enterprising spirit. We are committed to excellence in the practice of law and we value collaborative, human working relationships with people who share our optimism and energy. Our team takes an innovative approach, creatively looking at every challenge from every angle to reveal opportunities for our clients and our employees.

Who We Need: We are seeking a highly organized and proactive Legal Office Administrator to join our team in Buffalo, NY. The ideal candidate will play a crucial role in ensuring the smooth operation of our offices by overseeing various administrative and facilities-related tasks and will play a role in identifying opportunities within current systems and processes to drive efficiency across the Firm. This role requires strong attention to detail, excellent communication skills, and the ability to multitask effectively.

Position Overview: The Legal Office Administrator is responsible for overseeing the efficient operation of the firm’s office and facilities, ensuring a productive work environment. This role involves managing office supplies, vendor relationships, legal conflict checks, and facility maintenance while supporting staff and enhancing operational processes.

Key Responsibilities:

Office & Vendor Management:

• Oversee staff duties, workflow, and capacity across all locations, including reception and scheduling.
• Manage office supplies and inventory, ensuring timely replenishment and cost-effective procurement.
• Coordinate vendor due diligence requirements and maintain strong vendor relationships.
• Maintain the firm’s required insurance policies at the limits specified by current clients and business needs.
• Ensure staff notary licensing and attorney registrations are current.
• Monitor staffing levels and the overall workflow of the core staff.
• Identify and implement opportunities for process improvements and increased efficiency.

Facilities Management:

• Manage maintenance requests and liaise with building management and external contractors.
• Handle maintenance issues and coordinate repairs to ensure a safe and functional office environment.
• Oversee office furniture and equipment, ensuring proper maintenance and replacement as needed.
• Coordinate office moves and assist with office buildouts, ensuring minimal disruption to operations.

Legal Conflict Checks & File/Records Management:

• Oversee legal conflict checks and ensure compliance with firm policies.
• Manage the opening and closing of files, maintaining accurate and organized records.
• Collaborate with the Document Management Lead to ensure an efficient file retrieval and storage system.

Collaboration & Communication:

• Work closely with the Director of Human Resources to support office operations and staff needs.
• Communicate effectively with all levels of staff, providing support and resolving issues promptly.

Qualifications:

• Bachelor’s degree or equivalent experience in office administration, facilities management, or a related field.
• Minimum of 3 years of experience in office or facilities management.
• Minimum of 3 years of experience in a law office.
• Experience with improving processes, taking initiative to develop proposals, and implementing them to help drive efficiency.
• Knowledge of inventory and supply ordering systems is preferred.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving skills and the ability to work independently and as part of a team.

Benefits: Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, employee/spouse/child insurance, and an opportunity for a year-end bonus based on performance. These are just a few reasons why Rupp Pfalzgraf LLC has been consistently recognized as one of Buffalo’s Best Places to Work.

Salary Information: $50,000 – $65,000 per year depending on experience and skillset.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.