Office Administrator

Profile

u003cpu003eAt Littler, we understand that workplace issues canu0026rsquo;t wait. With access to more than 1,600 employment attorneys in 100 offices around the world, our clients donu0026rsquo;t have to. We aim to go beyond best practices, creating solutions that help clients navigate a complex business world. Whatu0026rsquo;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 quou0026mdash;delivering groundbreaking innovation that prepares employers not just for whatu0026rsquo;s happening today, but for whatu0026rsquo;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, weu0026rsquo;re fueled by ingenuity and inspired by you.u003c/pu003enu003cpu003eThe 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/pu003enu003cpu003eu003cstrongu003eLeadership:u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eProvides leadership and direction to the office staff employees.u003c/liu003enu003cliu003eCommunicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clientsu0026rsquo; needs.u003c/liu003enu003cliu003eActively participates in attorney and other office meetings.u003c/liu003enu003cliu003eWorks effectively with regional Team Leader and as a member of an Office Administrator Team.u003c/liu003enu003cliu003eMay serve as a Project Leader.u003c/liu003enu003cliu003eSeeks input from employees as appropriate and encourages open communication.u003c/liu003enu003cliu003eIs proactive in developing plans for the short-term and long-term needs of the office.u003c/liu003enu003cliu003eKeeps the attorneys and employees appropriately informed.u003c/liu003enu003cliu003eMaintains confidential information.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eSupervision: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eMaintains an appropriate level of staffing in the office.u003cstrongu003eu0026nbsp; u003c/strongu003eu003c/liu003enu003cliu003eHires and supervises the paralegals, legal secretaries and other support staff.u003c/liu003enu003cliu003eProvides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards.u003c/liu003enu003cliu003eConducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate.u003c/liu003enu003cliu003eManages to the highest standards of client service.u003c/liu003enu003cliu003eImplements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eAttorney Development u0026amp; Recruiting:u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eMaintains local office CLE records and ensures compliance with State requirements.u003c/liu003enu003cliu003eManages/coordinates internal firm-wide CLE webinars for local office(s).u003c/liu003enu003cliu003eParticipates in lateral attorney recruiting including completion and submission of Attorney Hire checklists and verification of current Bar admission.u003c/liu003enu003cliu003eManages client intake procedure and file transfer procedure for lateral Shareholders under the Firmu0027s established procedures.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eFacilities Management:u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eEnsures 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 andu0026nbsp;supplies.u003c/liu003enu003cliu003eManages relations with local vendors and local representatives of national vendors.u003c/liu003enu003cliu003eMaintains local office emergency response and safety programs.u003c/liu003enu003cliu003eMaintains local security system and physical security of space.u003c/liu003enu003cliu003eWorks collaboratively with Corporate on space utilization, lease administration and subleasing.u003c/liu003enu003cliu003eWorks collaboratively with Corporate and national real estate vendor on build-out, refurbishment and relocation projects.u003c/liu003enu003cliu003eServes as a liaison to local property management and coordinates maintenance/repair with local property management/outside services.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eFinancial Management: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003ePrepares and manages the local office budget and business plan.u003c/liu003enu003cliu003eMonitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget.u003c/liu003enu003cliu003eOversees organized year-end collection efforts and may participate in direct collection activities.u003c/liu003enu003cliu003eApproves firm and client invoices, check requests and expense reports.u003c/liu003enu003cliu003eMonitors and controls staffing, operating expenses and expense recovery.u003c/liu003enu003cliu003eManages timekeepersu0026rsquo; weekly time entry/release to ensure deadlines are met.u003c/liu003enu003cliu003eEnsures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards, and communicates success and/or problems with Accounting.u003c/liu003enu003cliu003eCoordinates financial matters as needed with the Accounting Department.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eHuman Resources Management: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eEnsures compliance with the firmu0026rsquo;s HR policies.u003c/liu003enu003cliu003eManages 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/liu003enu003cliu003eManages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department.u003c/liu003enu003cliu003eCoordinates and manages new hire training for all new employees in office in conjunction with HR/Training Department.u003c/liu003enu003cliu003ePromotes an environment that fosters excellence and high morale.u003c/liu003enu003cliu003eMaintains safety equipment records and manages safety training of appropriate employees (including CPR and AEDs).u003c/liu003enu003cliu003eCoordinates safety and security issues with Human Resources Department as appropriate.u003c/liu003enu003cliu003eCoordinates employment issues as needed with the Human Resources Department.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eMarketing: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eWorks 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/liu003enu003cliu003eProvides assistance with proposals, research or other client development requests.u003c/liu003enu003cliu003eEnsures that the local client mailing list is properly maintained and up-to-date (i.e., InterAction).u003c/liu003enu003cliu003eMaintains collateral materials; prepares and distributes new business packets.u003c/liu003enu003cliu003eServes as a liaison and local resource to theu0026nbsp;Marketing Department.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eOffice Administration: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eProvides useful insight to operational data that can be used by Senior Director of Office Operations to materially affect departmental directions and operations.u003c/liu003enu003cliu003eManages local travel administration.u003c/liu003enu003cliu003eDirects 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/liu003enu003c/ulu003enu003cpu003eu003cstrongu003ePractice Support and Information Management: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eManages secretarial support, coverage and workflow;u003c/liu003enu003cliu003eManages paralegal support, utilization and case assignments;u0026nbsp;u003c/liu003enu003cliu003eManages local adherence of new business intake; docket/calendar systems and compliance; records management and case filing.u003c/liu003enu003cliu003eWorks collaboratively with Regional Litigation Support personnel.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eTechnology Management: u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eWorks collaboratively with Corporate and Regional IT personnel to ensure functionality of all systems.u003c/liu003enu003cliu003eEnsures that users receive appropriate orientation and training on software applications and systems.u003c/liu003enu003cliu003eWorks 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/liu003enu003c/ulu003e,EqualOpportunityEmployerDescription:null,PayTransparencyPolicyStatement:null,MatchScore:1.0,HasApplied:false,ApplicationJobBoardName:null,ApplicationJobBoardId:null,DateApplied:null,Salaried:true,CompensationAmount:null,PublishingStatus:1,Links:[],BehaviorCriteria:[{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:2021-09-16T16:19:28.991Z},{JobBoardId:631c7b72-f9c7-4adf-9109-9967ce8334e4,PublishedInternal:true,PublishedExternal:true,ExternalPostedDate:2021-09-16T16:19:28.991Z,InternalPostedDate:2021-09-16T16:19:28.991Z}],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});

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