Office Administrator

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Office Administrator

Responsibilities: Oversee office operations, and supervise reception, conference services, office services and either directly or through a secretarial supervisor, manage the secretarial staff of the office, ensuring needs are met and balanced against firm-wide expectations and standards. Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within the office, and that staffing ratios are appropriate and efficient. Oversee operational issues as they arise, and ensure that such issues are resolved appropriately and effectively. Work with the Director of Operations–US and coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firm-wide and office policies and legal obligations. Support and implement local deployment of firm-wide initiatives. Implement standards of excellence and customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them. In conjunction with the Director of Operations–US, prepare and monitor office operating and capital budgets. Manage contractual relationship with vendors providing goods and services to the office(s). Negotiate with vendors, initiate bid procedures and coordinate with in house Counsel, as appropriate. Work with the Director of Operations –US on any issues with the landlord and subtenants; consult firm lawyers and/or firm consultants on lease negotiations and review same; approve rent and other office operations bills. Manage office assignments and furnishings. Work with the Director of Operations–US on construction, renovation projects, and large furniture purchases, as necessary, and oversee daily activities of same from inception through completion. Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion. Ensure adequate fire/emergency disaster plans and necessary security procedures are in place. Ensure adequate and effective secretarial support is available to the lawyers as needed. Support the Director of Operations and the Information Technology department to support the firm’s overall technology program and ensure adherence to firm policies. Work with the Human Resources department to coordinate recruitment of business services professionals for the office. Work with the Human Resources department to coordinate orientation and introduction of new lawyers and business services staff within the office. Support the development and training programs for managers, paralegals, and business services staff, as well as training opportunities for the firm’s lawyers, and ensure that such firm programs are rolled out appropriately within the office(s). Maintain a professional manner at all times, contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm. Promote teamwork within the office. Resolve human resources issues in a timely and appropriate manner, consulting with the Local Human Resources Manager, Firm’s Director of Human Resources, firm-wide business professionals and involving the Partner in Charge, Practice Leader(s), appropriate lawyers, and others as necessary and appropriate. Work with the Firm’s Director of Talent Management regarding approval of new hires, and with the Human Resources Director-US for any needed terminations of employment. Notify the Director of Operations–US of any employee or other issues and suggest solutions. In conjunction with the Director of Operations–US, develop short and long-term plans and goals for office operations and support of the lawyers within the office(s).

Company info

Akin Gump Strauss Hauer & Feld LLP
1111 Louisiana Street 44th Floor
Houston
Texas
United States 77002-5200
Website : https://www.akingump.com