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Office Manager/Administrator

Company: Confidential Location: Texas
Industry: Administrative / Clerical City/Region: Dallas
Commitment: Full Time Contract Type: Direct Hire
Practice Area: Administrative Education: Relevant Work Experience
Description: DALLAS TX – DIRECT HIRE

 

The Office Manager/Administrator is directly responsible for managing the administrative functions, overseeing the functional department managers and overall operations of the office to ensure the highest level of service to the respective office.  This position promotes and establishes a client service environment to support the office and the Firm’s clients.  The Office Manager/Administrator also identifies and plans for the changing needs of the office, while supporting the overall goals of the Firm, and collaborates with Firmwide departments to ensure policies and procedures are consistently and fairly administered in the office.

 

Duties & Responsibilities:

  • Collaborates with senior management, Office Managing Partner, and other  Office Managers/Administrators to ensure consistent practices/procedures with the other offices of the Firm.
  • Performs as a value-added member of the Administration team of the Firm.
  • Continually reviews secretarial staffing levels to maintain effective secretarial staffing ratios while consistently measuring service levels to ensure the highest degree of service is being provided to the office.
  • Handles secretarial and office administrative staff supervision, including recruiting for secretarial and office administrative staff positions, ensuring timely completion of new hire paperwork and onboarding tasks, conducting exiting interviews and exiting tasks, preparing and conducting salary/performance reviews, reviewing and approving timecards via Workday, and other HR-related activities as necessary.
  • Responsible for initiating and seeing to completion the new attorney hiring/notification procedures and orientation; integrating new attorneys, including lateral partners, into the Firm; and completing attorney departure processes to include conducting exit interviews and sending exiting notifications.
  • Collaborates with HR to resolve employee relations issues and conduct employee performance meetings and disciplinary action meetings.
  • Prepares office events budgets, provides monthly variance reports and various financial reporting.
  • Collaborates with the IT and Training departments to address and meet the technical needs of the office, including training new hires, local phone programming and other required IT support.
  • Provides practice support to various departments in the office by working with the partners and other attorneys on secretarial and office administrative staffing, technical and procedural needs relating to the individual practices.
  • In conjunction with the Director of Administration, participates in construction and renovation projects, space planning, office assignments and relocations, liaise with landlord, oversee office services, including selection and negotiation with vendor, mail, copy, fax, supplies, deliveries and purchasing.
  • In conjunction with Director of Security, maintains business continuity/disaster preparedness and recovery plan for office.
  • Coordinates office functions, social events and internal charitable contributions initiatives.
  • Maintains content for office page on Intranet.
  • Facilitates community intern programs including participating in candidate evaluation and placement based upon office support needs and intern interests.
  • Provides general leadership, motivation, acknowledgement, guidance, counseling and strives to ensure strong communication and high morale at all levels.  Attendance at staff meetings and various administrative meetings.  Establishes annual objectives for the office and ensures achievement. Attends local monthly Association of Legal Administrators (ALA) meetings to obtain knowledge in order to stay abreast of industry standards.
  • Assists the Office Managing Partner in preparation and implementation of office business plan.
  • Provides innovative and strategic leadership for office specific vision and goals and special projects in collaboration with the Office Managing Partner.

 

Education & Experience:

  • Bachelor’s Degree required.
  • Minimum 10+ years of experience as a supervisor or manager of office administration in legal or professional services required.
  • Experience dealing with human resources issues and knowledge of federal and local labor and employment laws.
  • Demonstrated leadership abilities, including interpersonal, supervisory and team-building skills.
  • Solid planning and organizational skills, including demonstrated ability to manage multiple diverse projects concurrently.
  • Excellent customer service skills with the ability to interact effectively with all levels of Firm personnel.
  • Superior oral and written communication skills.
  • Demonstrated diplomatic tact and consensus building skills.
  • Solid working knowledge of Windows 7, Microsoft Office 2010 and Outlook.

 

 

 

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