Office Administrator

Ogletree Deakins has an exciting opportunity for an experienced Office Administrator to join the Firms Raleigh office. The Office Administrator is responsible for the business administration of the office and may assume responsibility for additional Ogletree Deakins offices and/or practice groups as appropriate, including all support functions and coordination. The Office Administrator will manage all operations of the assigned office(s), including human resources, financial planning and controls, marketing and event planning, facilities, information systems, and other tasks. The position will also work closely with the Office Managing Shareholder(s) ("OMS") in the development and ongoing administration of the offices’ strategic plan. The Office Administrator may also be provided opportunities to collaborate on broader initiatives that support continuous improvement efforts in benefit of Firm interests.

Essential Functions

Human Resources – In close collaboration with and supported by the Firm’s Human Resources team:

• Communicate and enforce policies and procedures
• Conduct interviews and make recommendations on the selection of employees
• Initiate new employee intake process, employee status change requests, and exiting employee process
• Conduct New Hire onboarding including orientation and training of Firm systems and processes
• Coordinate Employee Benefits issues with Human Resources
• Optimize planning and utilization of office resources to efficiently and effectively meet office needs
• Coordinate and provide feedback on annual business service professionals evaluations and compensation
• Provide clear expectations of employees under their leadership, including assessing training needs and facilitating development opportunities
• Actively manage employee performance, identify and document performance issues to resolve through counseling, performance improvement plans, and other resources within the Firm
• Champion positive and engaging work environment and motivation

Financial Management and Budgeting

• Prepare and monitor office budget, making recommendations for cost efficiencies, capital expenditures, and operational needs
• Regularly review and analyze monthly financial reports, working closely with OMS to address profitability and attorney productivity issues
• Review and approve invoices and expenses for the office
• Build and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being provided
• Responsible for administration of the office checking account, Firm credit card, and attorney trust account

Marketing and Event Planning

• Work closely with the OMS to plan and coordinate local marketing events including briefings, roundtables and seminars
• Assist shareholders with enhancing the Firm’s visibility and image in the local market and throughout the Firm

Facilities

• Responsibility for local office level adherence to Firm safety and security protocols and policies
• Regularly maintain personnel directory and floor plans to ensure accuracy
• Act as safety coordinator and train employees on emergency procedures
• In collaboration with Real Estate and Project Management team, act as liaison between Firm and landlord regarding any facilities projects, maintenance requests, or issues; participate in space planning and design for office relocations, proper maintenance of office space assets to reflect professionalism of the Firm
• Oversee records storage and management
• Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current

Computer Systems

• In coordination with Information Technology, support technology operations and functionality, including: coordinate technology upgrades and maintenance with Administrative Office, IT department, consultants and vendors

Management, Committees, and Meetings

• Work collaboratively with OMS
• Identify and analyze issues; recommend and implement approved solutions under the direction and guidance of the OMS
• Attend local Shareholders’ meetings
• Chair business service professionals meetings
• Plan office social functions
• Manage special projects as assigned by OMS, Director of Office Administration, and Administrative Leadership
• Attend departmental or Firm events as required from time to time
• Ability to travel as work requires, from time to time

Requirements

• Bachelors degree and 4+ years of Office Management, Human Resources experience, or 6+ years combination of experience and education
• Prior law firm experience is preferred
• Candidates must be professional, and have experience in managing others, including directing workload, performance management, training, event planning, staffing and recruitment
• Experience in managing remote staff
• Proficient in all Microsoft applications, including, but not limited to Word, Excel, PowerPoint, Outlook, Document
• Management System, expense and billing systems
• Analytical and problem solving skills
• Ability to proactively focus on and anticipate needs
• Display emotional intelligence
• Dependable – quickly becomes the ‘go-to’ person
• Strong leadership qualities - able to lead and manage others
• Ability to act in a position of trust, both as to attorneys and business service professionals
• Consistently deliver excellent client service both internally and externally
• Responsive-responds to inquiries and provides feedback in a timely manner
• Highly organized and self-directed – able to juggle several projects and offices at one time
• Ability to work collaboratively, while also encouraging and motivating others
• Ability to lead independently, exercising good judgment in potentially difficult situations
• Capacity to maintain effective working relationships with all levels of Firm personnel and diverse groups of people
• Excellent oral and written communication skills are essential