Office Administrator

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Office Administrator
Duties: Prepare and be accountable for annual budgets for the office, including monthly tracking of expenditures and preparation of a monthly variance analysis. Review, approve and submit all local office vendor invoices (both for the office and for client costs). Manage all local bank or other cash accounts (operating, trust, escrow, petty cash, etc.) – prepare all documentation related to the accounts that is requested by the Accounting Department, sign local office checks and prepare periodic reimbursement requests. Monitor the office proforma/ invoice preparation process. Help assure that local billing attorneys are meeting processing deadlines. Assist in monitoring the A/R and WIP balances for the billing attorneys in the office to help assure that these balances stay within the firm’s expectations with respect to age. Interview and select non-timekeeper support staff. Supervise all non-timekeeper support staff. Provide education to all personnel and monitor adherence to all Firm policies and procedures. Assist in providing new hire orientation. Facilitate and participate in the performance evaluation process for support staff. Assist with salary administration for support staff. Provide motivation, counseling, and discipline for support staff, and, when necessary, participate in terminating support staff personnel. Be responsible for the professional development of staff. Assist with benefits administration. Monitor/manage WC claims, FMLA claims, etc. Plan local staff/attorney events. Maintain time and attendance records. Determine job design and resource allocation. Participate on committees as needed. Make recommendations with regard to personnel policies and benefits. Keep firm-wide HR management apprised of local office personnel issues. Assure that the office is maintained in good repair and appearance to provide a favorable impression to both visitors and Firm personnel. Approve all orders for supplies, services and other items that will be charged to the Firm. Assist with space planning, design, and purchasing of equipment, furniture, etc. Communicate with landlord regarding housekeeping and building maintenance. Take a leadership role in the relocation or expansion of the applicable office facilities. Work directly with firm-wide management personnel and with the architects, contractors, landlords and building managers. Be familiar with the terms of all documents pertaining to leased and subleased space in the applicable office. Coordinate with the IT Department on the efficient operation of the computer systems, telephone and cost recovery equipment. Monitor and manage local security access system. Provide local office supervision of the records personnel responsible for in office and off site storage of documents. Provide local library management and coordinate purchases with the Director of Research & Library Services. Coordinate work flow in the office. Manage local Legal Support Teams to firm expectations regarding customer service, team functionality and ratio. Ensure workflow logs are effectively utilized and monitored for efficiencies and quality control. Coordinate orientation for all new lawyers, including training and development. Coordinate the summer associate program, answering questions, and consulting with the firm wide Legal Recruiting team. Coordinate with the Marketing and Client Development department to maximize local opportunities, enhance the Firm’s visibility and image in local market. Manage and assist with providing marketing materials for local attorneys

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