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Administrative Operations Supervisor

2 months ago

Miami, United States Leeds Professional Resources Full time

Position Overview:

The Administrative Operations Supervisor will manage the daily administrative functions of the organization, ensuring a seamless and productive workplace. This position entails overseeing office resources, directing administrative personnel, coordinating office initiatives, and supporting the operational and business activities of the firm. The Administrative Operations Supervisor will be instrumental in fostering a professional environment and aiding the legal team in providing exceptional services to clients.

Core Responsibilities:

  • Manage everyday office functions, including the oversight of office supplies, equipment, and facilities to guarantee an efficient work setting.
  • Coordinate maintenance, repairs, and enhancements to office infrastructure, encompassing IT systems, furnishings, and utilities.
  • Lead and supervise administrative personnel, including legal assistants, receptionists, and clerks, ensuring effective workflow and task execution.
  • Provide direct administrative assistance to partners and attorneys, which includes managing calendars, arranging travel, and handling correspondence.
  • Ensure a high standard of client service by overseeing front desk operations, including welcoming clients, answering calls, and addressing inquiries.
  • Oversee the scheduling and organization of client meetings, conferences, and events.
  • Assist in budget management for the firm, including monitoring expenditures, processing invoices, and managing accounts payable.
  • Collaborate with the finance department to ensure accurate billing and prompt collections.
  • Support recruitment, onboarding, and training of new employees, ensuring their integration into the firm's culture and operations.
  • Manage employee records, track attendance, and oversee benefits administration.
  • Ensure adherence to all legal and regulatory standards, including maintaining client confidentiality and managing records in accordance with firm policies.
  • Implement and oversee office policies and procedures to maintain a secure and compliant work environment.
  • Act as the primary point of contact for internal communications, ensuring effective dissemination of information across the organization.
  • Coordinate office meetings, including preparing agendas, taking minutes, and following up on action items.
  • Collaborate with IT support to ensure the smooth operation of all technology systems, including case management software, document management systems, and communication tools.
  • Manage the rollout of new software and technology upgrades, providing necessary training to staff.
  • Maintain relationships with office vendors and service providers, negotiating contracts and ensuring timely service delivery.
  • Oversee the procurement of office supplies, equipment, and services, ensuring cost efficiency and quality.
  • Plan and coordinate firm events, including staff meetings, client gatherings, and holiday celebrations.
  • Work with external venues, caterers, and other service providers to ensure successful event execution.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Office Management, or a related field. A background in legal studies or experience in a law firm is advantageous.
  • Experience: 3-5 years of experience in office management, preferably within a legal or professional services context.
  • Skills:
  • Strong organizational and time-management abilities, with the capacity to manage multiple tasks and deadlines.
  • Excellent interpersonal and communication skills, with the ability to engage professionally with clients, staff, and attorneys.
  • Proficiency in office software, including Microsoft Office Suite and legal case management software.
  • Strong problem-solving capabilities and attention to detail.
  • Ability to effectively lead and manage a team.
  • Knowledge of HR practices, financial management, and office administration.
  • Certifications: Certification in Office Management or Legal Administration is a plus.