Office Manager

Description

Summary

This position reports to the Director of Legal Support Services and the Office Managing Partner. Day to day direction will be provided by the Office Managing Partner and the Chief Executive Officers/Directors of the Firm administrative departments.

This position is responsible for the overall operation of the office, including collaboration with attorneys and staff to ensure exceptional client service. Responsible for the direct supervision of the reception, facilities, and Legal Administrative Assistant employees within the offices. Supervision of records and technology employees is in conjunction with the administrative department managers. This position is also responsible for communications with and, where appropriate, supervision of outside vendors and building management and maintenance employees.

Represents the Firm with external clients and professional organizations.

Required Education & Experience

• College degree in business, human resources or a related area; or the equivalent work experience.
• 3-5 years management experience in a law firm or professional service environment.
• 2-4 years human resources experience with knowledge of state and federal employment laws.
• Strong computer skills including experience with Microsoft Word, Excel, and PowerPoint.

Preferred Education & Experience

• Law Firm experience preferred.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Human Resources and Employee Relations (40%)
  • Responsible for coordination of local staff hiring and the new hire orientation/integration/I-9 process for attorneys and staff.
  • Responsible for local departure process, firm property collection for staff and attorneys in coordination with Attorney Recruiting and Development Department, and reviewing/updating local resources (e.g., library, records).
  • Responsible for staff performance management, including annual performance evaluation process, goal-setting, compensation, performance recognition, coaching, and performance management including terminations.
  • Implement and ensure success of staff and LAA Team back-up programs for appropriate coverage.
  • Collaborate routinely with attorneys and staff to ensure efficient and effective work product and client support.
  • Manage staff scheduling, including time management and time off requests in HRIS.
  • Coordinate employee relation programs including office and firm events (e.g. holiday party, summer events, and administrative professional's week) and coordinate acknowledgement of births, funerals, and hospitalization with HR.
  • Promote staff recognition programs.
  • Manage HR budgets including entertainment and holiday.
• Facilities and Equipment (30%)
  • Coordinate facility maintenance and ergonomics, including building/security issues, to maintain an orderly work environment.
  • Maintain office and hospitality supplies and furniture.
  • Maintain printers, copiers and postage meter.
  • Manage the process for scheduling and maintenance of conference rooms and catering needs.
  • Coordinate office moves and furniture cleaning.
  • Oversee office relocation/remodel process and participate in design.
  • Oversee the maintenance of the local Research Systems and Services (library).
  • Manage emergency management system notifications.
  • Manage Epiq staff.
  • Manage parking contracts and billing.
  • Assist with Business Continuity Plan and participate on the Emergency Response Team.
  • Prepare and manage Facilities budget (e.g., operating, occupancy, and capital budgets).
• Finance, Purchasing and Inventory (20%)
  • Identify, approve, and manage communications with vendors.
  • Ordering, inventory and reconciliation process with vendors.
  • Maintain check writing obligations for the office.
  • Enter, reconcile and approve all local administrative expenses in Chrome River.
  • Local bank contact:
    Take deposits to bank, initiate wires, review trust account when withdrawals or deposits are made.
• Communication/Local Contact (5%)
  • Communicate with Chief Executive Officers and Directors regarding Firm and local issues, as necessary.
  • Acts as a liaison with the community, and coordinate with community and industry organizations, as necessary, on behalf of the Firm and/or attorneys.
  • Local marketing contact for client events and seminars; coordinate space, contract, set-up/take-down, and act as a key host for the events.
• General and Administrative (5%)
  • Performs other duties as assigned.

Competencies

• Strong verbal and written communication skills.
• Self-motivated with excellent organizational skills and attention to detail.
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
• A team player who motivates and educates other team members.
• Regular and predictable attendance is an essential function of the position.
• Ability to…