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Law Firm
Legal Staff
Litigation - Foreclosure (Lender-side)
6-8 yrs required
Office Administrator Duties: managing the daily operations and business functions, including the secretary services department, through a broad range of administrative activities. Support the offices, requiring travel between locations. Will be responsible for the daily operations and business functions of two highly productive Bay Area offices. Will develop and maintain effective working relationships with other management throughout the office and firm. In addition to the responsibility for budgeting and controls, systems and physical facilities, this position also identifies and plans for the changing needs of the offices, shares responsibility with the Managing Partner for practice management and contributes to cost-effective management throughout the office. Will direct, manage and oversee the daily operations of the offices to ensure they are operating efficiently. Will provide regular direction and leadership to staff, including administrative and secretarial support, on projects and assignments. Will conduct regular staff meetings and administrative meetings. Will also be responsible for partnering with operations management to ensure effective support with outsourced services such as mail/copy/fax and records, including messenger services. Will ensure that service needs are met. May provide basic HR or other services to include secretarial assignments, new employee orientation, conducting performance evaluations, merit increases and annual bonuses. Will partner with HR to recruit open positions within assigned offices. Will prepare, analyze and maintain accurate operating and capital budgets for all areas of responsibility. Will also review budget, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget. Will report back to senior management or operations management on any unplanned expenses that will result in budget overage. Will interact with senior management and operations management as it relates to administrative, operational and facilities issues of assigned offices. Will manage the integration process of lateral groups of lawyers, their paralegals and secretarial staff. Will provide leadership in securing the resources necessary to finalize their integration by partnering with other firm departments. Will work on firmwide initiatives with Regional Office Administrators and senior management. Will help to standardize practices and procedures and streamline activities when appropriate. Will partner with project managers on space planning to include lat, plan review, construction rfps and construction management. Will partner with firm departments regarding the purchase of office furniture, furnishing and equipment as necessary. May serve as a liaison to landlord and building engineering. Will support large projects and programs in the office to include IT projects, HR and client events, etc. Will be responsible for participating in and/or lead focus groups in facilitating rollouts. It will also be r responsibility to embrace, support and drive 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.
Qualification and Experience
Requirements: Bachelor’s Degree in Business Administration, Finance or related field. Equivalent combination of education and experience may be substituted for degree requirements. 6-8 years of experience managing an office in a professional services or law firm environment. Experience with facilities management to include design, construction, contract negotiations and project management. Knowledge of basic accounting principles to include budget management. Preferred: Strong communication, problem solving, leadership and diplomacy skills to interact with lawyers, staff and vendors on a regular basis. Excellent organizational and project management skills. Working knowledge of Microsoft Office Suite. Ability to make sound business decisions. Must be able to work effectively in a fast-paced environment.
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