Office Manager

Summary The Office Manager, working in collaboration with and in support of the firm’s strategic initiatives, is responsible for the daily administrative duties and business functions of assigned office(s). The position works closely with department leadership to meet the overall needs of the office, collaborates with the office managing partner to drive office engagement and culture, and fosters a positive team environment. Location This position will sit in the New York office and will have oversight of both New York and Short Hills offices. Responsibilities Provide direction and leadership to business professionals, oversee projects, office support needs, and conduct regular business meetings. Onboard new hires, perform performance evaluations, and coordinate recruitment with Talent Acquisition. Hold individual meetings with each direct report for at least 30 minutes each month. Collaborate with office partners and department leadership on billing and collection efforts and provide financial reports as needed. Oversee and support administrative duties to ensure the office operates smoothly. Work with the Regional Operations Manager on office business center, hospitality, and reception services to ensure protocols and processes are adhered to, relay information, and elevate issues. Report and communicate promptly with the Office Administrator and/or Human Resources, relaying information and escalating office, employee relations, or other issues. Represent and support firm decisions and initiatives, ensuring firm procedures and policies are followed. Collaborate with committees and departments to create meaningful office and business professional relations events to drive office engagement and culture. Maintain office administration and operations budgets and review related budgets, invoices, vendor payments, etc. on a regular basis to ensure adherence and report status and variances. Collaborate with the firm’s Real Estate leadership team and Operations on space planning, including refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs and construction management and external use of office space. Serve as liaison with landlord and building engineering in collaboration with Operations. Manage office communications regarding building notices, firm holiday notices, and other announcements as appropriate. Oversee local sports ticket program, if applicable. Schedule and provide onsite support for local partner meetings. Assist with generating office and department reports. Ensure success of local meetings and events. Provide onsite IT, Information Governance, and other department support and elevate issues to the appropriate department manager. Handle onsite needs and collaborate with other departments for new hires and departures. Identify opportunities for process and office management improvement and relay to department management. Attend and participate in department meetings. Support large projects and programs in the office, including Operations, IT, HR, Accounting/Billing, Client Events, etc. Participate in and help socialize rollouts of the same. Serve as a key contributor to the Director of Administration for one or more strategic functional areas within the department. Maintain confidential information in a professional and trustworthy manner. Perform other duties as assigned. Desired Skills Experience with facilities management is a plus. Knowledge of basic accounting principles, including budget management, is preferred. Strong professional presence and leadership skills. Excellent interpersonal skills to interact with peers, lawyers, business professionals and department management on a daily basis. Strong organizational, delegation and problem‑solving skills. Ability to drive firm initiatives and develop a positive and inclusive office culture. Ability to multi‑task and work effectively in a fast‑paced environment and demonstrate strong technical and analytical skills. Must maintain confidentiality and demonstrate good professional judgment. Business/professional level Spanish and English speaking, reading and writing required for our San Juan office location. Minimum Education High School Diploma or GED. Preferred Education Bachelor’s Degree. Minimum Years of Experience 4 years’ management experience in a professional services or law firm environment preferred. Essential Job Expectations 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 working at a computer for extended periods, participating in digital/virtual conference calls and meeting as needed. Ability to work under pressure and manage competing demands in a fast‑paced environment. Perform all other duties, tasks or projects as assigned. Embrace and uphold firm values as part of DLA Piper culture. 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 The individual selected for this position may have the opportunity for a hybrid work arrangement composed of remote and in‑office work, the requirement for which will be determined in coordination with the hiring manager or supervisor and may be modified in the firm’s discretion in the future. Compensation and Benefits The firm’s expected hiring range for this position is $103,489.00 to $137,126.00 per year. We offer a comprehensive package of benefits, including medical, dental, vision insurance and 401(k). Equal Employment Opportunity DLA Piper is an equal employment 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. #J-18808-Ljbffr DLA Piper LLP (US)