Office Administrator
3 days ago
We are seeking an experienced Office Administrator to join our team at DLA Piper. As an Office Administrator, you will be responsible for the administrative business functions of a highly productive office, developing and maintaining effective working relationships with other management throughout the office and firm.
Key Responsibilities- Directs, manages, and oversees the administrative business functions of the office to ensure efficient operation.
- Provides regular direction and leadership to staff on projects, workflow, and assignments, conducting regular business professional and administrative meetings.
- Partners with other departments to ensure effective support and business service needs are met.
- Provides leadership support, including legal support team assignments, new employee onboarding/orientation, conducting performance evaluations, and reviewing merit and annual bonuses.
- Prepares, analyzes, and maintains accurate operating and capital budgets for all areas of responsibility, reviewing budget, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget.
- Collaborates with office partners and firm leadership to assist with billing and collection efforts and provides various financial reports.
- Interacts with senior management and operations management as it relates to administrative, operational, and facilities issues of an assigned office.
- Manages the integration process of lateral groups of lawyers, their paralegals, and legal support staff, providing leadership in securing the resources necessary to finalize their integration by partnering with other firm departments.
- Works on firmwide initiatives with Regional Office Administrator and senior management, helping to standardize practices and procedures and streamline activities when appropriate and influence change.
- Partners with the firm's Real Estate leadership team on space planning, including refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs, and construction management.
- Supports large projects and programs in the office, including IT projects, HR, Operations, Diversity, and Business Development.
- Participates in and/or leads focus groups in facilitating rollouts.
- Embraces, supports, and drives innovation and change in accordance with industry and firm initiatives.
- May attend partner meetings and all attorney meetings, as well as serve on various teams within the firm.
- Actively reports and communicates with Regional Office Administrator regarding office activities in a timely manner.
- Excellent interpersonal and communication, problem-solving, leadership, and diplomacy skills to interact with lawyers, staff, and vendors on a regular basis.
- Excellent organizational and project management skills required.
- Working knowledge of Microsoft Office Suite.
- Ability to analyze workflow and finance data and make sound business decisions desirable.
- Must be able to work effectively in a fast-paced environment.
- High School Diploma or GED.
- Preferred Education: Bachelor's Degree in Business Administration, Finance, or related field.
- Minimum Years of Experience: 6 years' experience managing an office in a professional services or law firm environment.
- Experience with facilities management, including design, construction, contract negotiations, and project management, a plus.
- Knowledge of basic accounting principles, including budget management, required.
- Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
- Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
- Provide timely, accurate, and quality work product.
- Successfully meet deadlines, expectations, and perform work duties as required.
- Foster positive work relationships.
- Comply with all firm policies and practices.
- Engage in both physical and sedentary activity, such as working at a computer for extended periods of time, including on-screen reading and typing, participating in digital/virtual conference calls, and participating in meetings as needed.
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Work EnvironmentHybrid - Regular in-office presence with some flexibility for work-from-home.
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