Office Administrator (Law Firm Experience Only) - SourcePro Search, LLC

What You'll Do:

Office Operations & Management

• Responsible for working directly with the building landlord and services management to address maintenance needs and services provided by security staff.
• Responsible for managing, leading and developing the office operations, including facilities, office services, reception, secretaries, and executive assistants.
• Responsible for office maintenance as necessary and in case of an emergency responsible for preparedness plans in coordination with firm-wide specifications.
• Management of all on-site vendors, this includes contract catering vendors for lunches, dinners or special events.
• Responsible for facilities and office services set-up of workspaces as required.
• Responsible for coordinating all aspects of moves within the office.
• Oversee management of office supply areas; ensure proper and consistent stock of all supplies are on hand and orders are managed efficiently.
• Manage maintenance of all pantries and kitchen equipment throughout the office.
• Manage staff to ensure the office is tidy/clean, functional, safe, and in compliance with city, state, and federal law and regulations.
• Lead weekly team meetings to discuss best practices, work on team building and morale, and provide training, cross training, and mentoring.
• Manage in-house food and beverage expenses, including catered meals, kitchen supplies and equipment.
• Responsible for budget maintenance and processing of invoices for catering, equipment, and services, ensuring unbudgeted expenses are approved.
• Address key issues and provide solutions are it relates to the office space, building procedures, emergency procedures, special events planning, construction project planning, etc.
• Day-to-day management and supervision of all administrative staff, facilities, and office services employees, including identifying developmental opportunities and providing feedback, approving overtime and reports on a daily basis, and approving vacation, personal and scheduled sick days.
• Responsible for planning and execution of all internal office events, including collaborating with the Marketing Department as it relates to client events s (conference room set up, catering, décor, etc.)
• Maintain overall knowledge of basic software systems such as Workday, EMS, Maptician.
• Audit the online conference room booking system (EMS) for accuracy and provide training to staff.
• Attend seminars and relevant trainings in order to keep current on new leadership skills.
• Participate in monthly meetings with Partners and Office Leadership to discuss improvements or changes in delivery of services and general office support.

Facilities Management

• Responsible for office assignment information in Workday.
• Field requests for furniture items and collaborate with Senior Director to procure as necessary.
• Conduct monthly office walk-throughs and prepare lists for recommended repairs, cleaning, and building maintenance for all common areas of the New York Office.
• Ensure premises are maintained in a clean, functional, and safe manner for all employees.
• Manage ergonomic evaluations, coordinating with the Safety/Security Specialist.
• Coordinate with firmwide Safety and Security manager on training and supplies to have on hand.
• Oversee stock of building key cards for guests, and production of cards for new employees, including photos.
• Become expert user of Brivo security program for our doors and key cards.

Secretarial Workflow and Assignment Coordination

• Responsible for day-to-day management of corporate secretaries/executive assistance in New York.
• Handle secretary workflow coordination as needed and pair appropriate secretaries with timekeepers and others requiring assistance, based on Practice Management guidelines.
• Maintain pairing lists and keep information current in Workday.

Office Engagement and Culture Champion

• Be a culture champion for the office and be responsible for proactively improving collaboration and working relationships in the office.
• Responsible for designing and implementing initiatives and programs to drive culture change and engagement across the office.
• Responsible for morale and increasing productivity and retention.
• Organize collaboration events for the office to promote in office attendance and engagement.
• Responsible for thinking of creative ways to keep remote employees involved and engaged.
• Analyze in office activity data and proactively share ideas with leadership on improving such.

Other Responsibilities

• Communicate and work closely with NY IT Team.
• Participate in NY Office Committee meetings.
• Collaborate with managers and directors from other offices on special projects.
• Respond to general office/NY questions about local restaurants, hotels, office amenities, etc.
• Manage the firm’s NY guest apartment, including scheduling guests, updating concierge with guest information, and scheduling cleanings between every guest.
• Schedule frequent visits to ensure apartment is in proper order.
• Help coordinate physical onboarding needs for new staff hires and lateral attorneys, including arranging for messenger services for new attorney items coming from other firms.
• Assist with other projects as needed.

What You'll Bring:

• Bachelor's degree required.
• 7+ years of relevant supervisory and managerial experience within a law firm.
• Professional presence and good judgement.
• Client service focus and excellent leadership skills.
• Self-starter, proactive, and resourceful.
• Exceptional time management skills.
• Ability to think strategically and innovatively.
• Ability to prioritize and handle multiple tasks with minimal oversight in a fast paced and high-pressure environment.
• Strong analytical skills.
• Professional and friendly, “can-do” demeanor.
• Ability to maintain absolute confidentiality.
• Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
• Experience with team building and conflict resolution.
• Ability to mentor, effectively supervise, lead, motivate and train staff.
• Overall knowledge of basic software systems such as Workday, EMS, Maptician.
• Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat and other applications.
• Excellent written, verbal, and organizational skills.
• High level of attention to detail and quality control.