Senior Office Administrator

JOB TITLE: Senior Office AdministratorFLSA STATUS: ExemptSCHEDULE: M-F, 40 hrs./weekLOCATION: Kansas City, MOREPORTS TO: Regional Director of AdministrationPOSITION SUMMARY:Under minimal direction of the Regional Director of Administration, the Office Administrator is responsible for overseeing day-to-day administrative operations within office(s) and supervising administrative and legal support staff to ensure consistent, effective delivery of support services. This role manages workflow distribution, monitors service quality, and addresses routine operational and staffing issues to maintain continuity and responsiveness.COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the starting salary for this position to be between $115,000 and $135,000.BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability.PRIMARY RESPONSIBILITIES:Partner with the Regional Director of Administration and Office Managing Partner to support daily office operations and key office initiatives that enhance operational efficiency and team coordination.Leads administrative operations across multiple offices or a highly complex office environment, ensuring support functions are structured, staffed, and executed in a consistent manner aligned with firm standards and business needs.Provides leadership over legal and office support staff, including communication of expectations related to attendance, work quality, responsiveness, workplace behavior, and service standards, providing coaching, performance feedback, corrective action, hiring support, onboarding, development, and ongoing management of employee performance and conduct.Manage staffing coverage and work allocation across administrative functions to maintain continuity of service and effective use of staff resources.Approve time off requests and schedule changes; approve timecards, review work hours and workload trends, and address discrepancies related to work hours, attendance, and staffing utilization.Addresses complex employee relations, performance, staffing, and operational issues, partnering with HR, senior administrative leadership, and office leadership to determine appropriate action, reduce risk, and maintain continuity of operations.Leads and supports more complex hiring with Human Resources on the recruitment of staff, including interview coordination, candidate logistics, onboarding support, and status changes.Assist with onboarding and integrating new attorneys, including coordinating workspace readiness, support assignments, orientation logistics, and cross-functional follow-up.Oversee the annual performance evaluation process for assigned staff in accordance with firm guidelines, including documentation and coordination with the Regional Director of Administration and Human Resources on compensation-related inputs.Supports development and monitoring of larger office or multi-office budgets in partnership with senior administrative leadership, with greater accountability for operational planning, vendor spend, staffing considerations, and office resource allocation.Plan and coordinate office meetings, events, and engagement initiatives, including attorney and staff activities, recognition efforts, and firm programs.Oversees vendor, facilities, and office services coordination at a broader level, helping ensure that issues are managed proactively, service levels are maintained, and office operations remain stable across locations.Identifies opportunities to improve office practices operations, streamline workflows, clarify responsibilities, and strengthen service enhancement consistency across support functions.Work closely with the Regional Director of Administration and Office Managing Partner to align administrative resources with business priorities and support office operations impacting productivity, culture, and service delivery.Mentor colleagues and senior staff to help build leadership capability within the office administration structure by reinforcing expectations, improving management consistency, and supporting development planning.QUALIFICATIONS:EDUCATION & PROFESSIONAL BACKGROUND:Bachelor’s degree in Business Administration, Management, or a related field preferred.8+ years of progressive experience in office administration, operations management, or legal/professional services support, with significant experience in a law firm or comparable professional services environment strongly preferred.Demonstrated competency managing administrative or legal support functions with responsibility for staff leadership, operational execution, and office-level coordination.OPERATIONAL LEADERSHIP & OFFICE MANAGEMENT:Advanced operational awareness managing day-to-day office workflows, staffing coverage, and administrative support activities within a defined office environment.Demonstrated ability to ensure consistent execution of operational processes and maintain continuity of service.Advanced judgment in resolving complex operational issues and appropriately escalates more complex matters.Exercises sound judgment in prioritizing work and managing daily competing demands.PEOPLE LEADERSHIP & TEAM MANAGEMENT:Advanced leadership capability directing administrative functions across multiple teams, including oversight of other people managers, with accountability for consistent management practices.Strong capability in aligning performance expectations and leadership practices across teams, ensuring consistency, accountability, and operational effectiveness.Proven ability to assess management effectiveness and address gaps in performance, execution, and leadership capability across teams.Advanced judgment in handling complex employee relations matters impacting multiple teams, ensuring consistency in approach and alignment with firm practices.EMPLOYEE RELATIONS & JUDGMENT:Advanced employee relations practices, including performance management, conduct, and workplace expectations.Demonstrated ability to respond to employee concerns with appropriate judgment and within established guidelines.Proven ability to maintain confidentiality and professionalism when handling sensitive employee matters.BUSINESS PARTNERSHIP & STAKEHOLDER MANAGEMENT:Advanced interpersonal skills working with attorneys, staff, and internal partners.Proven ability to communicate complex issues clearly and effectively.Strong commitment to service excellence and responsiveness in supporting a well-functioning office environment.FINANCIAL, RESOURCE & OPERATIONAL SUPPORT:Advanced understanding of office resource management, including supplies, vendors, and administrative processes supporting daily operations.Demonstrated ability to support day-to-day financial needs and escalate concerns as appropriate.Proven ability to align resource decisions with broader business and operational priorities.COMMUNICATION, ORGANIZATION & EXECUTION:Advanced organizational and time-management skills with the ability to manage multiple priorities and adapt to changing needs.Demonstrated ability to oversee administrative details with accuracy and attention to detail while maintaining urgency and a high level of service responsiveness.Advanced proficiency in Microsoft Office Suite and common business software, supporting day-to-day operational needs and communication.WORKING CONDITIONS:Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.Travel to other office locations or external administrative sites required.Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.PHYSICAL REQUIREMENTS:Regularly required to sit, stand, or walk for extended periods while performing administrative and supervisory duties.Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.Ability to perform repetitive motions, including typing, filing, and scanning.Occasional bending, reaching, and handling of office equipment.Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.DISCLAIMER:The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.