Department: Administrative Management
Reports to: Directors of Operations – U.S.
FLSA Status: Exempt
Hours: Core Hours: 9:00 a.m. – 5:30 p.m., Monday – Friday, unless otherwise approved; additional hours as required to fulfill responsibilities
GENERAL SUMMARY: Under the direct supervision of the Directors of Operations – U.S., and following prescribed department, office and firm procedures, the Office Administrator is responsible for overseeing the day-to-day operations of the Irvine office, including supervision of staff in assigned areas. The Office Administrator is expected to serve as a positive role model and mentor, and to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors and staff, efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement. The Office Administrator is also expected to provide back-up secretarial support to attorneys. Above all, the Office Administrator must fulfill the needs of the firm in a manner which is consistent with the Firm’s Core Values.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties are performed throughout every work day, as necessary):
Human Resources and Attorney Recruiting & Development Support
- Serve as first point of contact for Human Resources matters in the office.
- Work with Los Angeles HR on all HR related matters.
- Assist with attorney development programs and events by serving as the local contact for CLE events, including preparing invitations, scheduling conference rooms, monitoring RSVPs, ordering lunch and preparing sign-in sheets.
- Assist with coordination of attorney interview schedules, as needed.
- Coordinate distribution of new associate/summer associate gifts with Firm Recruiting, as needed.
- Assist with staff training classes and events by reserving conference rooms, assisting with equipment setup and serving as proctor, as necessary.
- Serve as mentor to assigned staff and assist in staff development; implement standards of excellence and with the guidance of the Directors of Operations, provide assigned staff with an understanding of future expectations and initiate changes needed to meet them.
- Evaluate assigned staff and participate in their annual performance reviews.
- Prepare various letters/memos/forms as needed.
- Review and distribute mail including unidentified mail.
- Prepare “Daily Absence Report” list and coordinate coverage for staff absences.
- Monitor and approve assigned timecards and leave requests.
Legal Secretary Support
- Provide secretarial assistance to visitors, summer associates and attorneys. Other tasks as assigned and requested by the Directors of Operations.
- Type and edit on the computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials, or shorthand notes.
- Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
- Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
- Thorough knowledge of MS Office applications including Word 7 and Outlook
- In conjunction with IT and Reception, coordinate duties such as conference room set-ups, arranging and serving of food, inventory of conference equipment, other equipment set-ups, etc.
- Ensure all food requests are handled in a timely, hygienic and cost effective manner.
- Ensure department is maintained in a neat, safe and orderly fashion.
- Maintain supplies in all conference rooms and check inventory on a regular basis.
- Maintain conference furniture appearance and arrange repairs, as necessary.
- Maintain correct inventory levels of coffee and other supplies for the conference center.
- Oversee maintenance, repair and purchase of office equipment, including but not limited to contracts for typewriters, velobinding equipment, postage meters, clocks, dictaphone equipment, etc.
- Work with Directors of Operations on supply procedures and vendor selection ensuring excellent inventory control and oversee cost-effective purchases; review and approve all bills for office supplies.
- Ensure that office equipment and supplies, both in the department and at convenience locations, satisfactorily support the needs of the office.
- Arrange for outside messenger service to fill messenger deliveries (packages, boxes, etc.) and maintain appropriate departmental records.
- Ensure all departmental forms and logs are completed accurately and thoroughly.
- Ensure department is maintained in a neat, safe and orderly fashion.
- Oversee and have primary responsibility for all local Irvine office events. Coordinate with and work as a team with local Business Development staff on local Marketing events.
- Plan office holiday party (under oversight of Directors of Operations), plan and/or assist with the planning of client events (along with local Marketing staff) and plan and/or assist with the planning of recruiting events (along with the appropriate Recruiting staff member).
- Review and log client and non-billable check requests and expense reports into Chrome River.
- Approve appropriate Chrome River check requests.
- Be knowledgeable of inquiry capabilities and respond to routine requests for accounts payable information.
- Monitor accounts payable telephone requests.
- Handle petty cash requests.
- Be familiar with local office client billing guidelines and ensure compliance with same.
- Edit narrative on prebills, coordinate edits and finalization of bills with Los Angeles Finance department.
- Communicate special billing arrangements for new clients with Los Angeles Finance department.
- Set priorities, coordinate and participate in the daily workflow, ensuring quality of work and timely completion of assignments during regular business hours and on an overtime/weekend basis.
- Monitor productivity of assigned areas; develop and implement procedures to optimize effectiveness; ensure that space, equipment and technology are used effectively.
- Oversee departmental personnel and monitor attendance and performance issues; conduct conferences with assigned staff regarding such issues, as needed.
- Respond to written and telephone inquiries from attorneys and staff, ensuring that they are answered as soon as possible with particular attention to adherence to firm policy.
- Resolve problems when possible and, as necessary, report problems to others in the office or Director of Operations in a timely manner.
- Under the direction of the Directors of Operations, evaluate current contracts and research alternative providers for goods and services; evaluate bid proposals and make recommendations on contracts.
- Coordinate and work as a team with other departments to provide necessary services to lawyers and clients.
- Participate in available professional development activities.
- Maintain a professional and courteous manner at all times, contribute to constructive resolution of conflicts within assigned areas and between those areas and others in the office or firm.
OTHER ESSENTIAL DUTIES (Duties are performed periodically, as necessary):
Backup Reception Support
- Greet, welcome and announce clients and visitors to the office.
- Answer telephones (internal and external calls) and take and transmit messages to office personnel, clients and visitors.
- Assign visiting attorney offices and conference rooms and maintain the log.
ESSENTIAL KNOWLEDGE, SKILLS AND COMPETENCIES:
- Ability to type at least 60 words per minute with accuracy
- Ability to read, write and speak English
- Extensive knowledge of office procedures related to conference services, office services, facilities and events
- Strong leadership skills and willingness to function as a role model within the office
- Basic knowledge of human resources policies, practices and legal requirements
- Excellent judgment and common sense
- Strong organizational and time management skills, including the ability to organize self and others
- Strong analytical and problem solving skills
- Excellent written and oral communication skills, including grammar, spelling and punctuation
- Ability to read, comprehend and follow instructions
- Excellent record-keeping skills
- Thorough knowledge of firm's e-mail system and document management systems
- Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines and telephones
- Ability to work independently, take initiative, set priorities and see projects through completion
- Ability to meet deadlines and respond to changing priorities
- Ability to handle many tasks simultaneously
- Ability to work with a wide range of people in a team setting
- Ability to establish effective working relationships within the department, office and firm
- Ability to establish effective working relationships with clients, vendors and others outside the firm
- Ability to perform mathematical functions- add, subtract, multiply, divide, percentages
- Strong service orientation
- Commitment to maintaining confidentiality of client, office and firm information and adhering to the Firm's Core Values
- Commitment to professional growth
- Commitment to the office and firm
EDUCATIONAL QUALIFICATIONS/JOB EXPERIENCE REQUIREMENTS:
- Four-year college degree or equivalent work experience
- Minimum of 2 years supervisory/management experience in a professional office environment.