We are conducting a search for an Office Administrator with at least seven (7) years of office management experience, including expertise in facilities and office services within a law firm setting.

 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:

Experience

·       Bachelor’s degree required.

·       A minimum of seven (7) years' office management experience with facilities/office services experience in a law firm.

·       Professional presence and good judgement.

·       Client service focus and excellent leadership skills.

·       Self-starter, proactive, and resourceful.

·       Exceptional time management skill.

·       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.

·       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.