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Madison Office Manager
5 months ago
The primary responsibilities include but are not limited to:
A. Supervisory
- Collaborate with Human Resources to identify and place talented LAA with the Firm.
- Supervise and coach LAA to provide high level client service to their internal and external clients and to ensure they maintain a high level of engagement.
- Oversee, coordinate, and approve LAA time off and work from home requests to maintain adequate coverage in each practice area. Track time off in accordance with Firm policies. Ensure accuracy of time entries and approve hours worked, PTO and other time off in payroll system in a timely manner.
- Working with Office Managing Partner, establish and monitor LAA timekeeper assignments and back-ups to create well-functioning teams with maximum efficiency. Assess assignments and workloads to ensure appropriate staffing ratios.
- Review productivity and workflow of LAA on a regular basis and assist with assignments or reassignments as needed. Confirm that there is equitable work among the teams, that Firm resources are used as needed (i.e., Project Center, Office Support Services) and that all duties are handled efficiently and effectively. May be responsible for periodic data analysis and reporting on key productivity measures.
- Conduct routine one-on-one meetings, floor meetings and walk-throughs to ensure overall smooth operations and optimized workflow. Regularly communicate with all members of team to stay on top of any potential areas of concern, lack of engagement or miscommunication.
- Continually monitor and evaluate knowledge, skills and abilities to ensure staff members have necessary tools and training to complete required tasks and meet performance expectations.
- Timely complete the annual evaluation process of LAA including: complete summary review forms, coordinate evaluation with timekeepers, schedule and conduct reviews with LAA and make recommendations for performance salary increases and bonuses.
- Identify performance insufficiencies and hold performance improvement discussions. When required, work with Human Resources to prepare communications and file documentation including performance improvement plans. Uphold, support and enforce firm-wide policies and procedures.
- May manage floating legal administrative support. Assign floaters to effectively meet coverage needs based on vacations, leaves of absence, emergencies, unplanned absences, etc.
- Understand and be knowledgeable of practice area's operational needs through regular communication with the Department Chair(s) and participation in departmental meetings; report on and share firm-wide initiatives along with status updates and respond to department requests and needs.
- Provide back-up support and assistance to timekeepers or office support team with administrative tasks when necessary.
- Assist with office space planning and work area assignments and ensure that offices are properly set up and prepared for all new hires.
- Assist with special projects on various issues as needed and assist with other duties as assigned.
B. Administrative
- Oversee the office filing and records system through implementation of the Firm policies and procedure to ensure effective standards as well as security and confidentiality of information. Proactively monitor and effectively manage storage of files including overflow or unregulated attorney's files.
- Consistently and effectively enforce Firm-wide policies, identify insufficiencies and make recommendations as needed to Managing Partner, Human Resources or other Administrative Managers as appropriate, to ensure effective operations with regard to record keeping, reception and catering duties, and secretarial support for the Madison office.
- Regularly review and monitor delivery vendors ability to meet and exceed service expectations. Coordinate with staff members to ensure deliveries or special runs are limited; may need to act as a backup on such deliveries.
- Supervise and execute accounting, billing and collections functions including: cutting checks, coding invoices, monitoring payable accounts, maintenance of firm checking, petty cash accounts and firm credit card charges (specifically for Madison office and also any financial requests from other locations).
- Collaborate with Managing Partner on agenda for monthly Madison Shareholders’ meetings; print and distribute financial reports; attend meetings and present Office Manager’s Reports.
- Responsible for managing and ensuring adequate supply of office products such as paper, pens/pencils, paperclips, folders, marketing materials etc. as well as timely stocking; take initiative to ensure proper supplies are available pending large cases.
- Order floral arrangements or coordinate with Human Resources, as needed for special events in staff and attorneys’ lives such as birth, surgeries, deaths etc.
- Plan, coordinate and execute special occasions in the office such as special client events, monthly birthday gatherings, ho
