Office Administrator

Profile

\u003cp\u003eAt Littler, we understand that workplace issues can\u0026rsquo;t wait. With access to more than 1,600 employment attorneys in 100 offices around the world, our clients don\u0026rsquo;t have to. We aim to go beyond best practices, creating solutions that help clients navigate a complex business world. What\u0026rsquo;s distinct about our approach? With deep experience and resources that are local, everywhere, we are fully focused on your business. With a diverse team of the brightest minds, we foster a culture that celebrates original thinking. And with powerful proprietary technology, we disrupt the status quo\u0026mdash;delivering groundbreaking innovation that prepares employers not just for what\u0026rsquo;s happening today, but for what\u0026rsquo;s likely to happen tomorrow. For over 75 years, our firm has harnessed these strengths to offer fresh perspectives on each matter we advise, litigate, mediate, and negotiate. Because at Littler, we\u0026rsquo;re fueled by ingenuity and inspired by you.\u003c/p\u003e
\u003cp\u003eThe essential duties and responsibilities include those listed below.\u0026nbsp; Other related duties may be assigned.\u0026nbsp; Regular and predictable attendance is an essential function of the job.\u003c/p\u003e
\u003cp\u003e\u003cstrong\u003eLeadership:\u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eProvides leadership and direction to the office staff employees.\u003c/li\u003e
\u003cli\u003eCommunicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clients\u0026rsquo; needs.\u003c/li\u003e
\u003cli\u003eActively participates in attorney and other office meetings.\u003c/li\u003e
\u003cli\u003eWorks effectively with regional Team Leader and as a member of an Office Administrator Team.\u003c/li\u003e
\u003cli\u003eMay serve as a Project Leader.\u003c/li\u003e
\u003cli\u003eSeeks input from employees as appropriate and encourages open communication.\u003c/li\u003e
\u003cli\u003eIs proactive in developing plans for the short-term and long-term needs of the office.\u003c/li\u003e
\u003cli\u003eKeeps the attorneys and employees appropriately informed.\u003c/li\u003e
\u003cli\u003eMaintains confidential information.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eSupervision: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eMaintains an appropriate level of staffing in the office.\u003cstrong\u003e\u0026nbsp; \u003c/strong\u003e\u003c/li\u003e
\u003cli\u003eHires and supervises the paralegals, legal secretaries and other support staff.\u003c/li\u003e
\u003cli\u003eProvides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards.\u003c/li\u003e
\u003cli\u003eConducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate.\u003c/li\u003e
\u003cli\u003eManages to the highest standards of client service.\u003c/li\u003e
\u003cli\u003eImplements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eAttorney Development \u0026amp; Recruiting:\u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eMaintains local office CLE records and ensures compliance with State requirements.\u003c/li\u003e
\u003cli\u003eManages/coordinates internal firm-wide CLE webinars for local office(s).\u003c/li\u003e
\u003cli\u003eParticipates in lateral attorney recruiting including completion and submission of Attorney Hire checklists and verification of current Bar admission.\u003c/li\u003e
\u003cli\u003eManages client intake procedure and file transfer procedure for lateral Shareholders under the Firm\u0027s established procedures.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eFacilities Management:\u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eEnsures that all facilities and office services functions are well organized, productive and effectively supporting the needs of the office. These services include reception, mail, photocopy, messenger, purchasing and\u0026nbsp;supplies.\u003c/li\u003e
\u003cli\u003eManages relations with local vendors and local representatives of national vendors.\u003c/li\u003e
\u003cli\u003eMaintains local office emergency response and safety programs.\u003c/li\u003e
\u003cli\u003eMaintains local security system and physical security of space.\u003c/li\u003e
\u003cli\u003eWorks collaboratively with Corporate on space utilization, lease administration and subleasing.\u003c/li\u003e
\u003cli\u003eWorks collaboratively with Corporate and national real estate vendor on build-out, refurbishment and relocation projects.\u003c/li\u003e
\u003cli\u003eServes as a liaison to local property management and coordinates maintenance/repair with local property management/outside services.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eFinancial Management: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003ePrepares and manages the local office budget and business plan.\u003c/li\u003e
\u003cli\u003eMonitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget.\u003c/li\u003e
\u003cli\u003eOversees organized year-end collection efforts and may participate in direct collection activities.\u003c/li\u003e
\u003cli\u003eApproves firm and client invoices, check requests and expense reports.\u003c/li\u003e
\u003cli\u003eMonitors and controls staffing, operating expenses and expense recovery.\u003c/li\u003e
\u003cli\u003eManages timekeepers\u0026rsquo; weekly time entry/release to ensure deadlines are met.\u003c/li\u003e
\u003cli\u003eEnsures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards, and communicates success and/or problems with Accounting.\u003c/li\u003e
\u003cli\u003eCoordinates financial matters as needed with the Accounting Department.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eHuman Resources Management: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eEnsures compliance with the firm\u0026rsquo;s HR policies.\u003c/li\u003e
\u003cli\u003eManages the Human Resources activities of the office, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non-exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping.\u003c/li\u003e
\u003cli\u003eManages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department.\u003c/li\u003e
\u003cli\u003eCoordinates and manages new hire training for all new employees in office in conjunction with HR/Training Department.\u003c/li\u003e
\u003cli\u003ePromotes an environment that fosters excellence and high morale.\u003c/li\u003e
\u003cli\u003eMaintains safety equipment records and manages safety training of appropriate employees (including CPR and AEDs).\u003c/li\u003e
\u003cli\u003eCoordinates safety and security issues with Human Resources Department as appropriate.\u003c/li\u003e
\u003cli\u003eCoordinates employment issues as needed with the Human Resources Department.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eMarketing: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eWorks collaboratively with local attorneys, Corporate and Regional resources to identify and implement individual attorney and local office client development, marketing and promotional opportunities, including coordination and management of local client seminars, breakfast briefings and other business development events.\u003c/li\u003e
\u003cli\u003eProvides assistance with proposals, research or other client development requests.\u003c/li\u003e
\u003cli\u003eEnsures that the local client mailing list is properly maintained and up-to-date (i.e., InterAction).\u003c/li\u003e
\u003cli\u003eMaintains collateral materials; prepares and distributes new business packets.\u003c/li\u003e
\u003cli\u003eServes as a liaison and local resource to the\u0026nbsp;Marketing Department.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eOffice Administration: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eProvides useful insight to operational data that can be used by Senior Director of Office Operations to materially affect departmental directions and operations.\u003c/li\u003e
\u003cli\u003eManages local travel administration.\u003c/li\u003e
\u003cli\u003eDirects the planning and implementation of various office events such as client event, holiday parties, staff appreciation activities, and other social events sponsored by the office.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003ePractice Support and Information Management: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eManages secretarial support, coverage and workflow;\u003c/li\u003e
\u003cli\u003eManages paralegal support, utilization and case assignments;\u0026nbsp;\u003c/li\u003e
\u003cli\u003eManages local adherence of new business intake; docket/calendar systems and compliance; records management and case filing.\u003c/li\u003e
\u003cli\u003eWorks collaboratively with Regional Litigation Support personnel.\u003c/li\u003e
\u003c/ul\u003e
\u003cp\u003e\u003cstrong\u003eTechnology Management: \u003c/strong\u003e\u003c/p\u003e
\u003cul\u003e
\u003cli\u003eWorks collaboratively with Corporate and Regional IT personnel to ensure functionality of all systems.\u003c/li\u003e
\u003cli\u003eEnsures that users receive appropriate orientation and training on software applications and systems.\u003c/li\u003e
\u003cli\u003eWorks with IT resources to coordinate local rollouts and initiatives; oversee problem resolution for users and provide feedback to IT management on the user experience.\u003c/li\u003e
\u003c/ul\u003e,EqualOpportunityEmployerDescription:null,PayTransparencyPolicyStatement:null,MatchScore:1.0,HasApplied:false,ApplicationJobBoardName:null,ApplicationJobBoardId:null,DateApplied:null,Salaried:true,CompensationAmount:null,PublishingStatus:1,Links:[],BehaviorCriteria:[{BehaviorId:52b328ac-ce0e-c748-a532-2256e08ea032,BehaviorName:Leader,BehaviorDescription:Inspires teammates to follow them,Required:true,IsArchived:false},{BehaviorId:27eaa19b-1cda-105f-2cb0-5deab0efef02,BehaviorName:Detail Oriented,BehaviorDescription:Capable of carrying out a given task with all details necessary to get the task done well,Required:true,IsArchived:false},{BehaviorId:2e8f3a61-a0b6-9bca-e678-20a5356ee3cc,BehaviorName:Team Player,BehaviorDescription:Works well as a member of a group,Required:true,IsArchived:false},{BehaviorId:7a388338-4424-228d-0989-f0092af30a17,BehaviorName:Dedicated,BehaviorDescription:Devoted to a task or purpose with loyalty or integrity,Required:true,IsArchived:false}],MotivationCriteria:[{MotivationId:be159f06-eabb-a12b-8b7c-d2011f8b72a4,MotivationName:Ability to Make an Impact,MotivationDescription:Inspired to perform well by the ability to contribute to the success of a project or the organization,Required:true,IsArchived:false},{MotivationId:2202c338-d4d3-1b8e-aeec-58c1bcd1aa39,MotivationName:Flexibility,MotivationDescription:Inspired to perform well when granted the ability to set your own schedule and goals,Required:true,IsArchived:false}],EducationCriteria:[{Required:true,Related:true,DegreeId:3919a4d3-b270-490b-af35-fa61515ba911,DegreeName:Bachelors,MajorId:00000000-0000-0000-0000-000000000000,MajorName:null}],LicenseAndCertificationCriteria:[],SkillCriteria:[],WorkExperienceCriteria:[{Required:true,MinimumRequiredYears:null,MaximumRequiredYears:null,Description:Thorough understanding of law firm or professional services administration, facilities management, and human resources management as normally acquired through a Bachelor’s degree in Business Administration or a closely related field.},{Required:true,MinimumRequiredYears:null,MaximumRequiredYears:null,Description:Must have direct experience in all the key functional areas of the position.}],JobBoardMemberships:[{JobBoardId:2e3d7edd-7174-48cf-a542-539119bbcf9f,PublishedInternal:true,PublishedExternal:false,ExternalPostedDate:null,InternalPostedDate:2021-06-30T18:02:23.773Z},{JobBoardId:631c7b72-f9c7-4adf-9109-9967ce8334e4,PublishedInternal:true,PublishedExternal:true,ExternalPostedDate:2021-06-30T18:02:23.773Z,InternalPostedDate:2021-06-30T18:02:23.773Z}],AssessmentUri:null,AssessmentStatus:null,OpportunityIsClosed:false,TravelRequired:null,TravelDescription:null,SupervisorName:null,Assessments:[],ApplicationId:null,CompensationAnnualMinimum:null,CompensationAnnualMaximum:null,CompensationHourlyMinimum:null,CompensationHourlyMaximum:null,CompensationCurrency:null});

Company info

Littler Mendelson P.C
Website : https://www.littler.com/