Office Manager

2 months ago

New York, United States Dechert Full time

The New York office is a high-profile strategic location, where many high-profile events are hosted. The Office Manager will need to be highly visible and engaged in in all the daily operations. The Office Manager is directly responsible for overseeing the administrative business services of the New York office, ensuring the highest quality service to clients, lawyers, and business professionals, while maximizing efficiency in a cost-effective manner. The Office Manager is involved in developing and is responsible for implementing and managing the office budget, as well as all Firm policies and practices related to the operation of the New York office.

Job Description

ESSENTIAL JOB FUNCTIONS:

Team Management

  • Manage the Legal Team Coordinators, Assistants and Administrative Assistants (LTC, LTA, LTAA) as well as Reception team (26 Assistants and 4 Reception/Pantry support) including recruitment, training, coaching, and performance management
  • Understand business needs to maintain appropriate staffing levels and collaborate with Associate Director of Administration to identify future support requirements
  • Oversee the team's assignments and performance by conducting regularly scheduled meetings, coordinating assignment updates, and monitoring schedules, deadlines, and telephone coverage to delegate workflow effectively, ensuring business needs are met and service levels maintained
  • Provide guidance and resolution of issues as they relate to the team members and/or principals
  • Regularly monitor the team by conducting floor walk-throughs to promote positive working relationships and foster teamwork and cooperation
  • Meet with individual timekeepers to make sure all their support needs are being met
  • Define performance standards and goals, assess individual team members performance, provide timely and effective evaluations (annual, midyear, 90-day), and coordinate salary and bonus reviews
  • Identify employee relations issues; keep Office Managing Partner, HR and Associate Director of Administration abreast of concerns and trends; provide coaching and determine training and development plans
  • Ensure that there are always sufficient team assistant resources - review all time off requests and re-allocate work as necessary
  • Oversee the team's time and attendance records in the firm's HR system, including approving timecards, time off requests, and overtime
Office Management
  • Plan and organize New York office meetings and events, including charity, social, and appreciation activities, by partnering directly with the events team, catering, facilities, IT, and other departments/offices to ensure all functions run smoothly
  • Work with the Associate Director of Administration, Office Managing Partner, Practice Group Leaders and Partners to identify Business Services Staff support requirements
  • Oversee vendor relationship for the New York mailroom and related services. Maintain positive and effective relationship with Site Manager and their team to ensure all operations run smoothly
  • Propose and coordinate the implementation of office-wide policies, practices and procedures to maintain consistency with Firm requirements
  • Develop and manage the office annual budget, including reviewing and approving payment of all general office-related invoices, and assessing ways to improve office operations and reduce unnecessary costs
  • Manage the firmwide food delivery account
  • Develop, communicate and maintain up to date business emergency and contingency plans
  • Participate in space design and construction projects, related logistics and communication
  • Develop and maintain positive and productive relationships with various stakeholders, including clients, vendors, and internal teams, to ensure seamless office operations and effective communication
  • Monitor and maintain a healthy, safe and secure workplace
  • Perform all other duties as necessary and as assigned by the Associate Director of Administration, Chief Talent and HR Officer, and the NY Office Managing Partner
INTERACTIONS AND CHALLENGES:

This role will work closely with the Office Managing Partner in managing the everyday operations of the office. To maintain consistency throughout the firm, the Office Manager will collaborate with the Associate Director of Administration, the Chief Talent and HR Officer, other OMs, and departments such as Talent, Finance, IT, Facilities, and Client Development.

The Office Manager will be required to constantly exercise critical thought processes to assure the efficient functioning of the office and will be called upon regularly to solve problems in a high pressured and fast-paced environment.

QUALIFICATIONS:
  • Bachelor's Degree preferred
  • 5 - 10 years related managerial experience in a professional services environment, law firm experience preferred
  • People and financial management experience strongly preferred
  • Excellent written, verbal, and interpersonal communication skills, with the ability to effectively interact at all organizational levels
  • Ability to prioritize and coordinate work of self and others
  • Ability to maintain confidential information
  • Ability to make objective, independent judgments and think critically under pressure
  • Ability to demonstrate leadership, professionalism, integrity, and a strong work ethic in all interactions and responsibilities
  • Ability to build relationships, work productively and cooperatively with others
  • Ability to constantly learn new skills as they become necessary
  • Systems Required: advanced knowledge of MS Office, all functions; Systems Preferred: experience with budgeting software for professional services; proficiency with document management software

Additional Job Description

At the time of this posting, the salary range for this position in New York is $150,000.00 to $180,000.00 annually. Actual compensation is commensurate with job related knowledge, skills, experience and location of the position.

Location(s)
New York

Time Type
Full time

Dechert LLP is committed to ensuring equal employment opportunity and non-discrimination. The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual's race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.

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