Office Administrator

Washington, DC

Reports to: Director of Operations

Summary
The ideal candidate will provide leadership and guidance to DC Business Service Group (“BSG”) employees. The Office Administrator will demonstrate excellent time management skills and possess a keen ability to prioritize and manage multiple responsibilities. S/he will work well independently, will be resourceful and will be a creative problem solver. The Office Administrator will drive the improvement of systems, procedures and streamline workflow. The Office Administrator will work directly with the Office Managing Partner in the DC office, the Chairman/Managing Partner, Chief Operating Officer and Director of Operations.

Responsibilities include directing the day-to-day operations of this growing office, with emphasis on BSG staff management and updating and streamlining facilities operations. The Office Administrator will serve as a liaison between attorneys and staff and will work closely with Human Resources, Finance, IT, Marketing, and other departments within the firm. S/he will have the ability to quickly grasp firm procedures and develop complete knowledge of the firm, office, attorneys and staff in order to facilitate the smooth operation of the office. In addition to general responsibility for financial planning and controls, personnel administration, and systems and physical facilities, the Office Administrator identifies and plans for the changing needs of the organization, shares responsibility with the appropriate partners for strategic planning and practice management, and contributes to cost-effective management throughout the office.

In addition, the Office Administrators is responsible for partnering with HR to select, train and develop BSG staff, as well as performance evaluation, salary administration, employee relations, motivation, counseling, disciplining, job design, and resource allocation for all staff, while fostering a cooperative and harmonious working environment, with an eye towards excellent client service and improving operating efficiency. This includes resolving workload, pairing and staff employee issues. The Office Administrator will help manage relationships with local recruiters and will serve as the local point of contact for lateral partner recruitment and integration. S/he will serve as liaison between DC and Roseland office.

Facilities Management
The position is responsible for space planning and design, purchasing and inventory control, records storage, reception services, telecommunications, technology, offices services, business development and other facilities management functions. Involves coordination of, and negotiation with, vendors and ensuring compliance with all safety and security procedures and construction projects. Local point of contact for lateral partner recruitment and integration.

Financial Management
Including planning, forecasting and budgeting for office expenditures and capital improvements, local banking relationships, accounts payable and other financial management functions. Involves the supervision and management of the billing process including: workflow, adherence to client and firm policies, deadlines for billings and accruals, special billing requirements and rates. Facilitates the timely billing to clients by acting as a liaison between the partners, billing specialist and the Client Accounting Group.

Operations/Management
Including strategic and tactical planning, risk management, quality control, organizational development, firm planning processes and other general management functions. Involves continual assessment of all firm processes to ensure accuracy, efficiency and cost-effectiveness as well as working with Recruiting Managers to ensure seamless orientation and onboarding of new personnel.

Marketing
The position will work closely with the marketing team as the on-site contact for events planning and logistics; coordinating local sponsorship participation, monitoring competitive developments, maintaining on-site promotional item inventory, venue and vendor selection and management, and assisting with coordination of regular partner/marketing meetings. Involving regular reporting and communications with the CMO, this position acts as the liaison for the office and marketing department.

Skills, Knowledge and Abilities
• A minimum of 7+ years of experience managing people, preferably in a legal or professional services organization, and experience managing business operations such as human resources, technology, facilities, finance and marketing;
• College degree preferred; commensurate amount of experience considered. PHR/SPHR or CLM certification a plus;
• Experience with supervising, coaching and developing staff;
• Demonstrated leadership skills and willingness and ability to delegate;
• Familiarity with general processes, systems, philosophies, structure, methods and approaches of mid- to large-sized law firms;
• Ability to identify and analyze complex issues and problems in management areas, and recommend and implement solutions;
• Ability to manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with attorneys and support staff;
• Excellent communication (verbal and written), interpersonal and follow-through skills;
• Demonstrated poise, tact and diplomacy;
• Excellent analytical and judgment skills and ability to handle confidential matters with discretion;
• Ability to interact professionally with all levels of attorneys and staff;
• Must be able to thrive in a fast-paced and professional environment;
• Thorough working knowledge of software applications, equipment, electronic calendaring, etc., in order to effectively lead, assess and mentor direct reports.

Schedule: Monday-Friday / 9:00 AM-5:30 PM

*This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.