Legal Office Administrator
Legal Office Administrator
Job Description:
ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties are performed throughout every work day, as necessary):
Day to Day Oversight:
* Oversee office operations, and supervise reception, conference services, office services and either directly or through a secretarial supervisor, manage the secretarial staff of the office, ensuring needs are met and balanced against firmwide expectations and standards.
* Oversee the managers for the above departments ensuring effective execution of their managerial duties. These managers include the Operations Manager, Secretarial Manager, Conference Center Manager and Catering Manager.
* Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within the office, and that staffing ratios are appropriate and efficient.
* Manage third party vendor relationships for reception services and conference services to ensure contract compliance and desired service levels are achieved from both staffing to food quality.
* Oversee operational issues as they arise, and ensure that such issues are resolved appropriately and effectively.
* Work with the Senior Director of Operations - US and coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firmwide and office policies and legal obligations. Support and implement local deployment of firmwide initiatives.
* Implement standards of excellence and customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.
Financial Oversight:
* In conjunction with the Senior Director of Operations - US, prepare and monitor office operating and capital budgets.
* Review expenses to ensure compliance with budget and notify Senior Director of Operations - US of potential variances.
* Manage contractual relationship with vendors providing cost-effective goods and services to the office(s). Negotiate with vendors, initiate bid procedures and obtain appropriate approvals for contracts in advance, including consulting with GC's office, as appropriate.
Facilities Oversight:
* Work with the Senior Director of Operations - US on any issues with the landlord and subtenants; approve and process rent and other office operations bills.
* Manage subtenant billing process to ensure timely billing and collection of subtenant rents, OPEX, utilities and other expenses as defined by the subleases.
* Manage office assignments, moves and furnishings in partnership with Operations Manager and support from the Office Services staff.
* Work with the Senior Director of Operations - US on construction and renovation projects, and oversee daily activities of same from inception through completion.
* Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion.
* Ensure adequate fire/emergency disaster plans and necessary security procedures are in place and appropriately communicated to all office personnel.
Secretarial and Administrative Oversight:
* Ensure strong and effective secretarial support is available to the lawyers as and work closely with the Secretarial Manager, as needed, on assignments to achieve excellence in support.
* Partner with the Secretarial Manager to ensure ongoing training is provided to the secretarial team.
Technology Oversight:
* Partner with the Senior Director of Operations - US and the Information Technology department to support the firm's overall technology program and ensure adherence to firm policies.
Human Resources Oversight:
* Work with the Human Resources department and other managers to coordinate recruitment of business services staff for the office.
* Work with the Human Resources department to coordinate orientation and introduction of new lawyers and business services staff within the office.
* Support the development and training programs for managers, and business services staff. Assist the firmwide Professional Development team, as needed, with training opportunities for the firm's lawyers and other legal personnel.
* Maintain a professional manner at all times, contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm. Promote teamwork within the office.
* Resolve human resources issues in a timely and appropriate manner, consulting with Senior Director of Operations - US, the Firm's Chief Human Resources Officer, firmwide business professionals and involving the Partner in Charge, Practice Leader(s), appropriate lawyers, and others as necessary and appropriate.
* Work with the Senior Director of Operations - US regarding approval of new hires and with the Chief Human Resources Officer and Director of Human Resources - US on any performance counseling or needed terminations of employment.
* Notify the Senior Director of Operations - US of any employee or other issues and suggest solutions.
Short and Long-Term Planning:
* In conjunction with the Senior Director of Operations - US, develop short and long-term plans and goals for office operations and support of the lawyers within the office(s).
Job Requirements:
ESSENTIAL KNOWLEDGE, SKILLS AND COMPETENCIES:
* Thorough knowledge of MS Office applications including Word, Outlook and Excel
* Excellent interpersonal skills required including strong oral and written communication skills, including the ability to communicate potentially detailed and complex information to others
* Aptitude and willingness to work with complex procedures
* Strong organizational skills and attention to detail
* Significant managerial experience in a fast-pace, changing environment essential
* Ability to manage multiple priorities and adjust to changing priorities in a professional manner
* Ability to work independently and with a team
* Strong commitment to excellence in customer service
* Self-starter who is collaborative, enthusiastic, and a team player
* Willingness and ability to assume new tasks and responsibilities
* Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the Firm's Core Values
* Commitment to the office and firm
* Ability to address all work with a positive and ``can do'' approach
* Commitment to professional growth and development for self and the business services staff
EDUCATIONAL QUALIFICATIONS:
* Bachelor's degree required; an advanced degree and/or significant work experience in the legal industry is an asset.
* Minimum of 7 years of related experience managing and leading teams, preferably in a law firm or other professional services organization