Office Administrator

Location: Wausau, WI
Employment Type: Full-time  
Reports to: Director of People Operations 

Position Overview 

Hougum Law Firm is a growing estate planning law firm seeking a highly organized, proactive Office Administrator to oversee daily office operations and provide bookkeeping and HR administrative support. This role is essential to keeping the firm running smoothly, supporting attorneys and staff, and ensuring a professional, client-centered environment. The ideal candidate is detail-oriented, has experience handling professional services invoicing and payment processing, and is comfortable handling confidential information. 

Key Responsibilities 

Office Administration & Operations 

• Coordinate office supplies, equipment, vendors, and service providers 
• Serve as a point of contact for building management and IT support 
• Maintain organized physical and digital files in compliance with firm policies 
• Support attorneys and staff with administrative needs as they arise 

Bookkeeping & Financial Administration 

• Handle basic bookkeeping tasks, including invoicing, expense tracking, and bill payments 
• Receives and records all business-related invoices and writes checks to ensure timely payments 
• Processing of credit card payments for firm services 
• Maintain accurate financial records in compliance with legal and ethical requirements 
• Issues payments for all Employee Reimbursement Reports 

Human Resources & Administrative Support 

• Provide administrative support for HR functions, including approving time off requests and ensuring appropriate staff coverage in all departments 
• Ensure all onboarding materials are ready for new staff and help to order any necessary equipment 
• Assist with job postings, screening of candidate applications, and scheduling of interviews 
• Support compliance with, and scheduling of, 90-day and Annual reviews  
• Help coordinate staff trainings, staff birthday gifts, and other staff events 

Client & Firm Support 

• Greet clients and ensure a welcoming, professional office environment 
• Assist with client communications and scheduling as needed 
• Support firm events, trainings, and meetings 

Qualifications 

• 3+ years of experience in office management, legal administration, or a similar role 
• Prior experience in a law firm or professional services environment preferred 
• Working knowledge of bookkeeping principles; experience with accounting software a plus 
• Familiarity with HR administrative processes and employment compliance basics 

Preferred Skills & Attributes 

• Self-starter who can manage multiple priorities with minimal supervision 
• Calm, professional demeanor and strong problem-solving skills 
• Comfortable improving systems and processes as the firm grows 
• Strong organizational skills and exceptional attention to detail 
• High level of discretion and ability to handle confidential information 
• Proficiency with Microsoft Office and/or Google Workspace 
• Excellent communication and interpersonal skills