Office Administrator - DLA Piper
San Francisco, CA
About the Job
DLA Piper is, at its core, bold, exceptional, collaborative and supportive. Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together.
Summary
As an Office Administrator, you will be responsible for the administrative business functions of a highly productive office. You’ll develop and maintain effective working relationships with other management throughout the office and firm. In addition to the responsibility for budgeting and controls, and legal support systems, this position also identifies and plans for the changing needs of the offices, shares responsibility with the Managing Partner for practice management, and contributes to cost-effective management throughout the office.
Location
This position is located in our San Francisco office, with the expectation of being able to travel to our Palo Alto office.
Responsibilities
+ Directs, manages and oversees the administrative business functions of the office to ensure it is operating efficiently.
+ Provides regular direction and leadership to staff, including administrative and Legal Support Services, on projects, workflow and assignments. Conducts regular business professional and administrative meetings.
+ Partners with other departments to ensure effective support and business service needs are met.
+ You will provide leadership support to include legal support team assignments, new employee onboarding/orientation, conducting performance evaluations, and reviewing merit and annual bonuses. Partners with Talent Acquisition to recruit for open positions for departments within assigned offices.
+ Prepares, analyzes and maintainsaccurate operating and capital budgets for all areas of responsibility. Reviews budget, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget. Reports back to senior management or operations management on any unplanned expenses that will result in budget overage.
+ Collaborates with office partners and firm leadership to assist with billing and collection efforts and provides various financial reports.
+ Interacts with senior management and operations management as it relates to administrative, operational and facilities issues of an assigned office.
+ Manages the integration process of lateral groups of lawyers, their paralegals and legal support staff. Provides leadership in securing the resources necessary to finalize their integration by partnering with other firm departments.
+ Works on firmwide initiatives with Regional Office Administrator and senior management. Helps to standardize practices and procedures and streamline activities when appropriate and influence change.
+ Partners with the firm’s Real Estate leadership team on space planning to include refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs and construction management.
+ Supports large projects and programs in the office to include IT projects, HR, Operations, Diversity and Business Development.
+ Participates in and/or leads focus groups in facilitating rollouts.
+ Embraces, supports and drives innovation and change in accordance with industry and firm initiatives.
+ May attend partner meetings and all attorney meetings as well as serve on various teams within the firm.
+ Actively reports and communicates with Regional Office Administrator regarding office activities in a timely manner.
+ Other duties as assigned.
Desired Skills
Excellent interpersonal and communication, problem solving, leadership and diplomacy skills to interact with lawyers, staff and vendors on a regular basis. Excellent organizational and project management skills required. Working knowledge of Microsoft Office Suite. Ability to analyze workflow and finance data and make sound business decisions desirable. Must be able to work effectively in a fast-paced environment.
Minimum Education
+ High School or GED
Preferred Education
+ 4 Year / Bachelor's Degree in Business Administration, Finance or related field
Minimum Years of Experience
+ 6 years’ experience managing an office in a professional services or law firm environment.
+ Experience with facilities management to include design, construction, contract negotiations and project management a plus.
+ Knowledge of basic accounting principles to include budget management required.
Essential Job Expectations
While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to:
+ Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties;
+ Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner;
+ Provide timely, accurate, and quality work product;
+ Successfully meet deadlines, expectations, and perform work duties as required;
+ Foster positive work relationships;
+ Comply with all firm policies and practices;
+ Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed;
+ Perform all other duties, tasks or projects as assigned.
Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people.
Physical Demands
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Work Environment
+ Hybrid - Regular in-office presence with some flexibility for work-from-home
Disclaimer
The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process.
Application Process
Applicants must apply directly online instead of sending application materials via email. If you have a request for an accommodation during the application process or have any questions about the process, please contact careers@us.dlapiper.com. Please add dlapiper@myworkday.com to your list of safe senders.
Accommodation
Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact careers@us.dlapiper.com .
Agency applications will not be considered.
No immigration sponsorship is available for this position.
The expected annual pay range for this position, if hired to work in San Francisco is $ 175,619 – $261,242 per year. The compensation offered to a candidate selected for employment will be dependent upon various factors, including the candidate’s geographic market, skills, educational and professional background, experience, and overall qualifications. We offer a comprehensive package of benefits including medical/dental/vision insurance, and 401(k).
_DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran._ Job applicant poster viewing center (https://mandatoryview.com/?LicenceId=09b17fa3-b781-4022-bfdd-ec61a570463c&ProductType=OnlineApplicant) _._
DLA Piper is, at its core, bold, exceptional, collaborative and supportive
Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together.
Get to Know Us
We invite you to learn more about us. Please visit the following pages for more information about DLA Piper.
Laterals (http://www.dlapiper.com/en-us/careers/laterals)
Lateral Partners
Law Students (http://www.dlapiper.com/en-us/careers/law-students)
Business Professionals
Recruitment Agencies:
Per the terms of our agreement, all candidates must be submitted through the firm’s agency portal for consideration. If you have an agreement with the firm, please log in to the agency portal via the following link (https://www.myworkday.com/wday/authgwy/dlapiper/login.htmld?redirect=n) to review positions accepting agency submissions.
_Lawyer Positions Only:_ If you do not have an agreement with us and would like us to consider candidates, please send a blind candidate profile to legalrecruiting-bos@dlapiper.com
Summary
As an Office Administrator, you will be responsible for the administrative business functions of a highly productive office. You’ll develop and maintain effective working relationships with other management throughout the office and firm. In addition to the responsibility for budgeting and controls, and legal support systems, this position also identifies and plans for the changing needs of the offices, shares responsibility with the Managing Partner for practice management, and contributes to cost-effective management throughout the office.
Location
This position is located in our San Francisco office, with the expectation of being able to travel to our Palo Alto office.
Responsibilities
+ Directs, manages and oversees the administrative business functions of the office to ensure it is operating efficiently.
+ Provides regular direction and leadership to staff, including administrative and Legal Support Services, on projects, workflow and assignments. Conducts regular business professional and administrative meetings.
+ Partners with other departments to ensure effective support and business service needs are met.
+ You will provide leadership support to include legal support team assignments, new employee onboarding/orientation, conducting performance evaluations, and reviewing merit and annual bonuses. Partners with Talent Acquisition to recruit for open positions for departments within assigned offices.
+ Prepares, analyzes and maintainsaccurate operating and capital budgets for all areas of responsibility. Reviews budget, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget. Reports back to senior management or operations management on any unplanned expenses that will result in budget overage.
+ Collaborates with office partners and firm leadership to assist with billing and collection efforts and provides various financial reports.
+ Interacts with senior management and operations management as it relates to administrative, operational and facilities issues of an assigned office.
+ Manages the integration process of lateral groups of lawyers, their paralegals and legal support staff. Provides leadership in securing the resources necessary to finalize their integration by partnering with other firm departments.
+ Works on firmwide initiatives with Regional Office Administrator and senior management. Helps to standardize practices and procedures and streamline activities when appropriate and influence change.
+ Partners with the firm’s Real Estate leadership team on space planning to include refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs and construction management.
+ Supports large projects and programs in the office to include IT projects, HR, Operations, Diversity and Business Development.
+ Participates in and/or leads focus groups in facilitating rollouts.
+ Embraces, supports and drives innovation and change in accordance with industry and firm initiatives.
+ May attend partner meetings and all attorney meetings as well as serve on various teams within the firm.
+ Actively reports and communicates with Regional Office Administrator regarding office activities in a timely manner.
+ Other duties as assigned.
Desired Skills
Excellent interpersonal and communication, problem solving, leadership and diplomacy skills to interact with lawyers, staff and vendors on a regular basis. Excellent organizational and project management skills required. Working knowledge of Microsoft Office Suite. Ability to analyze workflow and finance data and make sound business decisions desirable. Must be able to work effectively in a fast-paced environment.
Minimum Education
+ High School or GED
Preferred Education
+ 4 Year / Bachelor's Degree in Business Administration, Finance or related field
Minimum Years of Experience
+ 6 years’ experience managing an office in a professional services or law firm environment.
+ Experience with facilities management to include design, construction, contract negotiations and project management a plus.
+ Knowledge of basic accounting principles to include budget management required.
Essential Job Expectations
While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to:
+ Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties;
+ Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner;
+ Provide timely, accurate, and quality work product;
+ Successfully meet deadlines, expectations, and perform work duties as required;
+ Foster positive work relationships;
+ Comply with all firm policies and practices;
+ Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed;
+ Perform all other duties, tasks or projects as assigned.
Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people.
Physical Demands
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Work Environment
+ Hybrid - Regular in-office presence with some flexibility for work-from-home
Disclaimer
The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process.
Application Process
Applicants must apply directly online instead of sending application materials via email. If you have a request for an accommodation during the application process or have any questions about the process, please contact careers@us.dlapiper.com. Please add dlapiper@myworkday.com to your list of safe senders.
Accommodation
Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact careers@us.dlapiper.com .
Agency applications will not be considered.
No immigration sponsorship is available for this position.
The expected annual pay range for this position, if hired to work in San Francisco is $ 175,619 – $261,242 per year. The compensation offered to a candidate selected for employment will be dependent upon various factors, including the candidate’s geographic market, skills, educational and professional background, experience, and overall qualifications. We offer a comprehensive package of benefits including medical/dental/vision insurance, and 401(k).
_DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran._ Job applicant poster viewing center (https://mandatoryview.com/?LicenceId=09b17fa3-b781-4022-bfdd-ec61a570463c&ProductType=OnlineApplicant) _._
DLA Piper is, at its core, bold, exceptional, collaborative and supportive
Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together.
Get to Know Us
We invite you to learn more about us. Please visit the following pages for more information about DLA Piper.
Laterals (http://www.dlapiper.com/en-us/careers/laterals)
Lateral Partners
Law Students (http://www.dlapiper.com/en-us/careers/law-students)
Business Professionals
Recruitment Agencies:
Per the terms of our agreement, all candidates must be submitted through the firm’s agency portal for consideration. If you have an agreement with the firm, please log in to the agency portal via the following link (https://www.myworkday.com/wday/authgwy/dlapiper/login.htmld?redirect=n) to review positions accepting agency submissions.
_Lawyer Positions Only:_ If you do not have an agreement with us and would like us to consider candidates, please send a blind candidate profile to legalrecruiting-bos@dlapiper.com
Source : DLA Piper