Madison Office Manager - Reinhart Boerner Van Deuren SC

Reinhart Boerner Van Deuren, s.c (Reinhartlaw.com) is currently seeking a professional Office Manager for our law office in Madison. We are looking for a candidate that has a superior client service philosophy and strong supervisory, administrative, technical and facilities management skills to support a busy, growing office. This position will Assist with the overall management and administration of the assigned remote office(s). In partnership with the Office Managing Partner, oversee daily operations to ensure a high degree of service for internal and external clients. Assist with the overall management and administration of the firm's Legal Administrative Assistants (LAA). Role may include management of personnel across multiple office locations. In partnership with the CHRO, ensure LAA provide effective and quality support to timekeepers while maintaining high morale among the teams by providing transparent communications, fair and equitable work assignments, a positive learning environment and professional development opportunities. This position works closely with the Managing Partner and Shareholders in Madison as well as the administrative departments in the Milwaukee office to ensure smooth operations of the Madison location.

The primary responsibilities include but are not limited to:
A. Supervisory
• Collaborate with Human Resources to identify and place talented LAA with the Firm.
• Supervise and coach LAA to provide high level client service to their internal and external clients and to ensure they maintain a high level of engagement.
• Oversee, coordinate, and approve LAA time off and work from home requests to maintain adequate coverage in each practice area. Track time off in accordance with Firm policies. Ensure accuracy of time entries and approve hours worked, PTO and other time off in payroll system in a timely manner.
• Working with Office Managing Partner, establish and monitor LAA timekeeper assignments and back-ups to create well-functioning teams with maximum efficiency. Assess assignments and workloads to ensure appropriate staffing ratios.
• Review productivity and workflow of LAA on a regular basis and assist with assignments or reassignments as needed. Confirm that there is equitable work among the teams, that Firm resources are used as needed (i.e., Project Center, Office Support Services) and that all duties are handled efficiently and effectively. May be responsible for periodic data analysis and reporting on key productivity measures.
• Conduct routine one-on-one meetings, floor meetings and walk-throughs to ensure overall smooth operations and optimized workflow. Regularly communicate with all members of team to stay on top of any potential areas of concern, lack of engagement or miscommunication.
• Continually monitor and evaluate knowledge, skills and abilities to ensure staff members have necessary tools and training to complete required tasks and meet performance expectations.
• Timely complete the annual evaluation process of LAA including: complete summary review forms, coordinate evaluation with timekeepers, schedule and conduct reviews with LAA and make recommendations for performance salary increases and bonuses.
• Identify performance insufficiencies and hold performance improvement discussions. When required, work with Human Resources to prepare communications and file documentation including performance improvement plans. Uphold, support and enforce firm-wide policies and procedures.
• May manage floating legal administrative support. Assign floaters to effectively meet coverage needs based on vacations, leaves of absence, emergencies, unplanned absences, etc.
• Understand and be knowledgeable of practice area's operational needs through regular communication with the Department Chair(s) and participation in departmental meetings; report on and share firm-wide initiatives along with status updates and respond to department requests and needs.
• Provide back-up support and assistance to timekeepers or office support team with administrative tasks when necessary.
• Assist with office space planning and work area assignments and ensure that offices are properly set up and prepared for all new hires.
• Assist with special projects on various issues as needed and assist with other duties as assigned.

B. Administrative
• Oversee the office filing and records system through implementation of the Firm policies and procedure to ensure effective standards as well as security and confidentiality of information. Proactively monitor and effectively manage storage of files including overflow or unregulated attorney's files.
• Consistently and effectively enforce Firm-wide policies, identify insufficiencies and make recommendations as needed to Managing Partner, Human Resources or other Administrative Managers as appropriate, to ensure effective operations with regard to record keeping, reception and catering duties, and secretarial support for the Madison office.
• Regularly review and monitor delivery vendors ability to meet and exceed service expectations. Coordinate with staff members to ensure deliveries or special runs are limited; may need to act as a backup on such deliveries.
• Supervise and execute accounting, billing and collections functions including: cutting checks, coding invoices, monitoring payable accounts, maintenance of firm checking, petty cash accounts and firm credit card charges (specifically for Madison office and also any financial requests from other locations).
• Collaborate with Managing Partner on agenda for monthly Madison Shareholders’ meetings; print and distribute financial reports; attend meetings and present Office Manager’s Reports.
• Responsible for managing and ensuring adequate supply of office products such as paper, pens/pencils, paperclips, folders, marketing materials etc. as well as timely stocking; take initiative to ensure proper supplies are available pending large cases.
• Order floral arrangements or coordinate with Human Resources, as needed for special events in staff and attorneys’ lives such as birth, surgeries, deaths etc.
• Plan, coordinate and execute special occasions in the office such as special client events, monthly birthday gatherings, holiday parties, staff appreciation events, etc.

C. IT Support
• Troubleshoot office equipment, software and network.
• Working with IT Help Desk, manage office IT inventory (monitors, keyboards, laptops,).
• Coordinate end-user training for Firm applications.

D. Marketing Support
• Develop marketing plan specific to the Madison office.
• Organize and attend seminars, client appreciation events, and webinars.
• Proactively and directly interface with attorneys to develop specific marketing materials for their practice.
• Facilitate responses to local marketing opportunities.
• Coordinate the mass production of marketing materials with staff and outside vendors.

E. Building/Facilities Management
• Act as liaison with the landlord and building manager on Interior/exterior building matters; parking ramp and garage issues; building access and parking cards (ordering new cards, need for reprogramming, replacement), HVAC, plumbing or any office space related issues.
• Coordinate and assist with office moves; develop plans for upgrades and modifications to office.
• Coordinate issues with office furniture and other equipment.
F. Special Project Management
• Effectively liaise with HR, Marketing, IRC, IT, Accounting and other Department Administrative Managers as needed to provide overall operational activities of the office on an ongoing basis as well as during any unique or unusual situations to meet Firm standards.
• Assist with additional projects that may come up from time to time.
• Other duties as assigned.

Qualifications include:
• Bachelors Degree and five plus years of office management and operations experience.
• Professional individual with 5-7 years of related legal administrative and supervisory experience with a track record of demonstrated success in a law firm or other professional services organization.
• Understanding of professional services, the legal environment or the practice of law, or previous experience working in a legal administrative support position is required. Professional development/training background preferred.
• Self-directed, strategic and results-oriented with the highest level of personal and professional ethical standards.
• Knowledge of and proficiency in a wide variety of software programs including Windows and Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), iManage or other document management system, Adobe Acrobat, 3E, Intapp or other timekeeping software and other relevant firm software programs.
• Knowledge of industry best practices, trends and technology.
Candidates should also exhibit the following qualifications and characteristics:
• Inter-personal skills and style to work effectively with attorneys, staff, and management.
• Ability to build trust, confidence and strong working relationships.
• Flexibility.
• Tact, maturity and good judgment.
• A proactive, can-do style.
• A common-sense approach to problem solving.
• A hands-on, professional attitude that includes the willingness to roll up one’s sleeves and do what is required.
• Patience and perseverance to see things through to completion.
• Ability to effectively provide back-up assistance and support to attorneys with administrative tasks when needed.
Our constant focus is on superior client services. If you can demonstrate the skills and commitment required for this position, we welcome you to discover the Reinhart Advantage.
Reinhart Boerner Van Deuren is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, or any characteristic protected by law.