Office Administrator

Office Administrator – Dallas, TX

The Office Administrator is responsible for the application of firm policies and procedures in areas of Financial Management, Human Resource Management, Facilities Management, Systems Management, Practice Management, and Marketing. He/She works closely with the Managing Partner to ensure the Firm/Office objectives are met and interacts frequently with the Regional Director - Client Delivery and People Business Partners to assure that any issues that arise in the office are handled promptly.

• Help create a positive, welcoming, collegial work environment by leading and adhering to identified customer service, including DE&I best practices.
• Organize and manage Employee Appreciation Week.
• Plan and manage regular office appreciation activities, LINK Days and Esprit de Corps events.
• Plan annual United Way Campaign and/or other giving events, including community service events.
• Organize and plan office events, including hosting visiting leadership.
• Participate in new hire orientation, including integration into local office.
• Participate in surveys and assist in creating action plans to address improvements in areas of responsibility for direct reports, department and firmwide initiatives.
• Ensure the highest standard of customer service in:
  • Conference room setup
  • Internal/external visitor experience
  • Catering requests
  • Event coordination
  • EMS software auditing, reporting, and monitoring

• Responsible for making office aesthetics meet a high standard and ensuring all common areas and supply rooms are kept clean and well organized.
• Ensure furniture and equipment are operational.
• Oversee preventative maintenance including working with the Procurement department on contracting and scheduling in the following areas:
  • Carpet, FF&E (ice machines)
  • Modern Fold/Sky Fold walls
  • HVAC filters, etc.
  • Interior glass/window cleaning
  • Furniture repairs/replacement
• Create, manage, and update office Facilities Manuals.
• Manage Landlord and Vendor communications.
• Cleaning company coordination and audits.
• Building issues/shutdown.
• Recycling/trash issues.
• Tenant work orders.
• Dock/freight elevator access.
• After hours HVAC.
• Submitting vendor COI’s to meet building requirements.
• Internal/External Moves, Additions, Changes.
• Coordination and distribution of move materials.
• Manages office moves and office assignments.
• Manage Office Administration Services.
• Monitor and audit department logs.
• Oversee office/kitchen/catering supply ordering and monitoring of appropriate inventory.
• Order business cards & stationery.
• Manage mail digitization and distribution including local administration of:
  • Fed Ex/PS Ship/Walz
  • Incoming/Outgoing interoffice deliveries
  • Postage machine updates and supplies
• Manage local floor plans and report changes.
• Participate in and help manage physical office moves, and remodels.
• Manage parking/mass transit including:
  • Education/training
  • New applications
  • Reserved parking assignments
  • Validations and HR reporting
  • Monthly invoices
  • Mass transit resources
  • Conduct quarterly audits and reporting Future of Work status vs. actual usage.
• Building Security/Occupational Safety including:
  • Manage distribution of security badges and building/office access
  • Monitor door access via periodic auditing of security system reports and cameras
  • Ensure security protocols are being adhered to, including access to back office secured areas
  • Control keys to doors and furniture
  • Fire Extinguisher Audits/Maintenance
  • Understand and manage AtHoc responsibilities for your location(s) (emergency notification system)
  • Manage and update office(s) written security protocols as needed
  • Conduct quarterly emergency drills
  • Monitor/Audit AED status monthly
  • Plan, participate in, and ensure sufficient level of CPR trained employees per office location(s)

• Assist OMPs with annual office budget projections and monthly reconciliation.
• Assist OMPs with managing local sponsor ships and client development activities.
• Plan and manage office Esprit de Corps events.
• Manage local sporting/event tickets and catering requests.
• Assist OMPs with Local DE&I initiatives.
• Coordinate with the Client Development Department to maximize opportunities and enhance the Firm’s visibility and image.
• Prepare agendas and attend monthly partner, business professional and all applicable office meetings.
• Other activities that help support the OMP in promotion of local office in various markets.

• Help recruit and select direct report business professionals.
• Participate, as needed, in the selection of business professionals located in your office who are not direct reports.
• Participate in collection of onboarding documentation.
• Oversight of some onsite business professionals, including the Administrative Resource Team, Practice Support Team Specialists and others, as needed.
• Supervise and manage workflow of direct reports.
• Participate in professional development of direct reports.
• Provide education and communication of firm…