Office Administrator

Raleigh, NC, USA Ogletree Deakins

Ogletree Deakins has an exciting opportunity for an experienced Office Administrator to join the Firm's Raleigh office. The Office Administrator is responsible for the business administration of the office and may assume responsibility for additional Ogletree Deakins offices and/or practice groups as appropriate, including all support functions and coordination. The Office Administrator will manage all operations of the assigned office(s), including human resources, financial planning and controls, marketing and event planning, facilities, information systems, and other tasks. The position will also work closely with the Office Managing Shareholder(s) ("OMS") in the development and ongoing administration of the offices’ strategic plan. The Office Administrator may also be provided opportunities to collaborate on broader initiatives that support continuous improvement efforts in benefit of Firm interests.

Essential Functions

Human Resources – In close collaboration with and supported by the Firm’s Human Resources team:

Communicate and enforce policies and procedures

Conduct interviews and make recommendations on the selection of employees

Initiate new employee intake process, employee status change requests, and exiting employee process

Conduct New Hire onboarding including orientation and training of Firm systems and processes

Coordinate Employee Benefits issues with Human Resources

Optimize planning and utilization of office resources to efficiently and effectively meet office needs

Coordinate and provide feedback on annual business service professionals evaluations and compensation

Provide clear expectations of employees under their leadership, including assessing training needs and facilitating development opportunities

Actively manage employee performance, identify and document performance issues to resolve through counseling, performance improvement plans, and other resources within the Firm

Champion positive and engaging work environment and motivation

Financial Management and Budgeting

Prepare and monitor office budget, making recommendations for cost efficiencies, capital expenditures, and operational needs

Regularly review and analyze monthly financial reports, working closely with OMS to address profitability and attorney productivity issues

Review and approve invoices and expenses for the office

Build and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being provided

Responsible for administration of the office checking account, Firm credit card, and attorney trust account

Marketing and Event Planning

Work closely with the OMS to plan and coordinate local marketing events including briefings, roundtables and seminars

Assist shareholders with enhancing the Firm’s visibility and image in the local market and throughout the Firm

Facilities

Responsibility for local office level adherence to Firm safety and security protocols and policies

Regularly maintain personnel directory and floor plans to ensure accuracy

Act as safety coordinator and train employees on emergency procedures

In collaboration with Real Estate and Project Management team, act as liaison between Firm and landlord regarding any facilities projects, maintenance requests, or issues; participate in space planning and design for office relocations, proper maintenance of office space assets to reflect professionalism of the Firm

Oversee records storage and management

Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current

Computer Systems

In coordination with Information Technology, support technology operations and functionality, including: coordinate technology upgrades and maintenance with Administrative Office, IT department, consultants and vendors

Management, Committees, and Meetings

Work collaboratively with OMS

Identify and analyze issues; recommend and implement approved solutions under the direction and guidance of the OMS

Attend local Shareholders’ meetings

Chair business service professionals meetings

Plan office social functions

Manage special projects as assigned by OMS, Director of Office Administration, and Administrative Leadership

Attend departmental or Firm events as required from time to time

Ability to travel as work requires, from time to time

Requirements

Bachelors degree and 4+ years of Office Management, Human Resources experience, or 6+ years combination of experience and education

Prior law firm experience is preferred

Candidates must be professional, and have experience in managing others, including directing workload, performance management, training, event planning, staffing and recruitment

Experience in managing remote staff

Proficient in all Microsoft applications, including, but not limited to Word, Excel, PowerPoint, Outlook, Document

Management System, expense and billing systems

Analytical and problem solving skills

Ability to proactively focus on and anticipate needs

Display emotional intelligence

Dependable – quickly becomes the ‘go-to’ person

Strong leadership qualities - able to lead and manage others

Ability to act in a position of trust, both as to attorneys and business service professionals

Consistently deliver excellent client service both internally and externally

Responsive-responds to inquiries and provides feedback in a timely manner

Highly organized and self-directed – able to juggle several projects and offices at one time

Ability to work collaboratively, while also encouraging and motivating others

Ability to lead independently, exercising good judgment in potentially difficult situations

Capacity to maintain effective working relationships with all levels of Firm personnel and diverse groups of people

Excellent oral and written communication skills are essential