Regional Office Manager

2 weeks ago

Los Angeles, United States Hawkins Parnell & Young, LLP Full time
Job DescriptionJob Description

The Regional Office Manager is responsible for the operation of assigned offices. Currently the offices include Los Angeles, Orange County, San Diego, Las Vegas, Napa and San Francisco. Responsibilities of this position include both People Management an Office Management functions. The Regional Office Manager may perform certain tasks personally and will oversee others. This position reports to the CHRO with a dotted line to the Partner-In-Charge of each office.

Key Responsibilities:

People Management

  • Supervises office support staff including paralegals, legal assistants, and secretaries. Manages secretarial and paralegal workload and team assignments in collaboration with the Partner-In-Charge.
  • Maintains an active roster of all staff in each assigned branch office listing the attorneys and clients they support.
  • Recruits, screens, coordinates interview schedules and hires employees. Acts as liaison with Human Resources regarding compensation.
  • Prepares new workstations/offices for new hires including computer set up, business cards and nameplates.
  • Coordinates training and orientation for new hires including office procedures and office equipment. Introduces newly hired staff to other employees.
  • Monitors and approves time through the time keeping system.
  • Administers periodic performance reviews with staff and delivers annual reviews.
  • Ensures Firm policies are fairly and equitably administered. Delivers discipline and coordinates discharges, if necessary, with the concurrence of Human Resources.
  • Investigates and resolves employee relations concerns and challenges partnering with Human Resources.
  • Transitions departing employees out of the firm.
  • Partners with attorneys and CHRO to create a positive work environment. Plans and organizes office meetings and parties. Identifies opportunities to enhance the team culture.

Office Management

  • Establishes and monitors all aspects of the office's file system, messenger services, office maintenance and supplies in coordination with the Office Management team.
  • Collaborates with the Office Management team to develop procedures for day-to-day operations.
  • Maintains adequate office supplies to meet office needs and confirms breakrooms are stocked.
  • Reviews office purchases to ensure the budget is followed and escalates as needed.
  • Ensures the maintenance of the office's copy machines, the performance of large photocopying and scanning projects, and the operation of video equipment.
  • Maintains the movement of general office furniture and other items at the request of administration and the rearrangement of furniture in offices and work areas as requested by the occupants. Sets up offices for attorneys, paralegals and other staff.
  • Ensures the general upkeep of shared office facilities such as halls, reception areas, employee break room and conference rooms. Acts as a project manager as needed.
  • Develops and maintains professional business relations with the property management office. Manages maintenance requests as needed.
  • Liaises between back-office support functions such as Accounting and IT and assigned offices.
  • Assists IT team with equipment installations and other onsite IT needs.
  • Provides assistance needed to complete special projects involving operations of the firm.

Qualifications and Experience:

  • 3 to 5 years of progressively responsible work experience with legal or other professional service organizations.
  • Thorough understanding of administration, facilities management, and human resources.
  • Strong MS Office Suite skills

Competencies:

  • Ability to identify and analyze issues and problems and to recommend and implement solutions.
  • Strong attention to detail and strong organization skills.
  • Exceptional customer service and interpersonal skills.
  • Ability to deal with changing fluid situations with poise.
  • Critical reasoning skills and creative problem solving.
  • Ability to travel via private or public conveyance to manage the law office's business.
  • Must be able to perform the essential duties of the position with time constraints, interruptions, and stressed attorneys and staff.

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