Office Administration Lead

Job summary

The Office Administration Lead will oversee day-to-day office operations, facilities management, and vendor relations to ensure a high-functioning workspace. They will also act as the primary point of contact for guests and coordinate internal office logistics, events, and cross-functional support for various departments.

Job details

Harbor is a PE-backed, global professional services firm of ~1,000 strategists, technologists, and operational specialists. We partner with leading law firms, corporations, and law departments to deliver high-impact strategy, legal technology, operations, and intelligence solutions. As we continue to scale globally, we are seeking a highly capable, proactive, and commercially minded professional to serve as an Office Administration Lead for our Moncton Office. This role is ideal for someone who thrives in a fast-paced, high-growth environment and is comfortable in owning operational execution. You will be responsible for ensuring our office operates at a best-in-class standard. This is not a purely administrative role. It requires judgment, discretion, commercial awareness, and the ability to anticipate needs in a dynamic environment. This is a hybrid position, working on-site in our Moncton office 4 days per week. Key Responsibilities: Serve as the operational lead for the Canada office(s) ensuring a seamless and professional experience for employees, clients, and visitors. Office Operations & Facilities: Oversee day-to-day office operations to ensure a smooth, high-functioning workspace Act as primary liaison with building management, landlords, and service providers Manage office vendors, maintenance, and facilities matters Ensure compliance with workplace standards and health & safety requirements Maintain oversight of supplies, equipment, and office needs Workplace Experience: Act as the first point of contact for guests and clients, ensuring a professional and welcoming environment Oversee room bookings, shared spaces, and office logistics Coordinate in-office events, leadership meetings, and high-traffic days Support planning and execution of employee engagement and social events Continuously improve the office environment and employee experience Operational Coordination: Partner with Talent, IT, Finance, and Operations teams to support onboarding, offboarding, and general office needs Redirect invoices and correspondence appropriately Support internal communications relating to office matters Identify process improvements and implement scalable solutions as the company grows Experience & Qualifications: Experience in a professional services, corporate, or high-growth environment Prior experience in an office leadership, facilities, executive assistant, or hybrid operations role Skills & Attributes: Highly organized with exceptional attention to detail Proactive self-starter who anticipates needs rather than reacts to them Strategic thinker with strong execution capability Excellent written and verbal communication skills Strong interpersonal skills and executive presence Calm under pressure and able to manage competing priorities Comfortable operating independently while partnering cross-functionally Desirable: Experience in a PE-backed or scaling organization Knowledge of Canada Health & Safety requirements Requirements: Based in the Moncton office 4 days per week Standard working hours: 8:30am – 5:30pm Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams) Experience in a similar office administration, facilities, operations, or executive support role About Us: Harbor is the preeminent provider of expert services across strategy, legal technology, operations, and intelligence. Our globally integrated team of 900+ strategists, technologists, and specialists navigate alongside our clients – leading law firms, corporations, and their law departments – to provide essential resources and invaluable insights. Anchored in a rich heritage of deep knowledge, steadfast relationships, and mutual respect, our unwavering dedication lies in shaping the future of the legal industry and fostering enduring partnerships within our community and ecosystem. Harbor is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, marital status, civil union status, national origin, ancestry, age, parental status, disabled status, veteran status, or any other legally protected classification, in accordance with applicable law.

What you’ll do

The Office Administration Lead will oversee day-to-day office operations, facilities management, and vendor relations to ensure a high-functioning workspace. They will also act as the primary point of contact for guests and coordinate internal office logistics, events, and cross-functional support for various departments.

Requirements

Candidates should have prior experience in office leadership, facilities, or operations within a professional services or high-growth environment. Proficiency in the Microsoft Office Suite and a proactive, commercially minded approach to problem-solving are required.

Listed skills

• Time management · Preferred
• Facilities Management · Preferred
• Project Coordination · Preferred
• Problem solving · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Microsoft Office Suite · Preferred
• Process Improvement · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Facilities Management
• Operational Execution
• Vendor Management
• Project Coordination
• Communication
• Strategic Thinking
• Microsoft Office Suite
• Stakeholder Management
• Process Improvement
• Health & Safety Compliance
• Event Planning
• Executive Presence
• Problem Solving
• Time Management
• Self-Starter
• Composure
• Legal Technology
• Planning
• Microsoft Excel
• Building Management
• Employee Engagement
• Finance
• Executive Information Systems
• Leadership
• Scalability
• Internal Communications
• Interpersonal Communications
• Invoicing
• Microsoft Outlook
• Microsoft Office
• Operations
• Microsoft PowerPoint
• Verbal Communication Skills
• Coordinating
• Calmness Under Pressure
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Consulting
• Legal
• Office Administrator/Lead
• Facilities Specialist / Coordinator
• Business Services and Administration Managers Not Elsewhere Classified
• Facilities Managers