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Legal Staff Other in New York City, NY

HOGAN LOVELLS Jun 06,2017 May 31,2017 Location USA New York City NY
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Law Firm

Legal Staff

Profile

Office Administrator Duties: Responsible for the overall day-to-day administration of the New York office. Assist in the preparation of the office operating expense budget and monitor monthly budget vs. actual progress. Manage special functions and social events for lawyers and business services employees. Direct supervision for the New York office administrative employees which include legal secretaries, facilities, and reception. Manage the performance management, evaluation and compensation process for all New York office administrative employees. Manage the relationship with on-site vendors i.e. Sodexo and food service Partner with HR in the recruitment process for all New York Office administrative positions. Make recommendations for staffing, to include assignments to lawyers and business services employees. Monitor administrative employee attendance, vacations, and other absences from the office. Manage coverage for attorneys in the absence of business services employees. Manage workflow and ensure that timekeeper needs are met. Assign, in coordination with the Office Managing Partner and Administrative Partner, office space to new employees, including lawyers, paralegals, and business services. Work with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues. Arrange for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc. Coordinate in house office moves. Coordinate disaster and emergency preparedness activities for the New York office. Coordinate planning of NY Office events—i.e. practice group meetings, holiday parties. Lead for NY office the firm’s engagement initiative “Let’s Go” and serve on the Citizenship Task Force and perform administrative tasks and reporting. Assist with planning Citizenship events. Monitor the accrued Citizenship hours for business services employees and approve any Citizenship OT. Responsible for NY office newsletter and website. All members of the firm are encouraged to participate in our Global Citizenship program. Assist with special projects, including with other U.S. and global offices, as may be assigned. Review and approve vendor invoices. Address any invoice discrepancies for resolution. Responsible for processing the electronic client cash receipts and reporting to the firm’s Accounts Receivable Department, Managing Partner, and CFO-Americas. Supervise the processing of the office disbursement account to ensure accuracy. Scheduling of conference rooms and visiting lawyer offices, including catering requests for client and administrative meetings. Coordinate copy, fax, and other equipment purchases with the Services Department. Coordinate with appropriate employees and vendors for telephone, computer, online services, and litigation support. Manage the mail/supply operation and ensure that adequate coverage is provided at all times.

Qualification and Experience

Qualifications: Recent law firm experience as an office administrator, office manager or in an equivalent management position in a professional services environment preferred. College degree preferred. Excellent oral and written communications skills required. Excellent analytical and sound decision-making skills required. Experience managing people and teams. Must be customer service oriented with excellent interpersonal skills. Working knowledge of PC computer technology to include Windows and Microsoft Office Suite required.

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