Office Administrator, Dallas

Office Administrator, Dallas

The Office Administrator is a key member of the Dallas office leadership team, responsible for ensuring operational excellence. This role oversees local staff and manages all office operations, including financial management, policy compliance, and office services. The successful candidate will build effective partnerships with internal stakeholders and Firm leadership to foster a high-performance culture aligned with the Firm's values.

Key Responsibilities

Administration/Financial Management

• Prepares and manages the annual office budget in collaboration with the Chief Administrative Officer and Financial Services Department.
• Manages office expenses to align with the approved budget, which includes approving invoices and expense requests and ensuring compliance with Firm and accounting procedures.

Office Services

• Manages the Dallas-based administrative, office services, and secretarial support teams.
• Manages internal communications regarding local office operations and policies.
• Manages office and secretarial assignments for all lawyers and staff.
• Maintains the Dallas office's page on the Firm's intranet (SquareOne).

Vendor Management

• Manages the local relationship with the Firm's contractors and vendors for office and building services.
• Reviews vendor contracts for suitability, negotiates new contracts to ensure cost-effectiveness, and manages vendor transitions.
• Manages procurement and reviews vendor service levels.

Human Resource Management

• Partners with Human Resources on administrative matters relating to recruitment, onboarding/new-hire orientation, annual staff evaluations, and salary administration.
• Acts as the primary contact for the Director of Human Resources on staff employee relations matters, including conflict resolution, disciplinary actions, and performance management.
• Ensures timely reporting of serious employee relations issues to HR that may require investigation or legal counsel.
• Partners with the Professional Development team on performance management for all timekeepers.
• Identifies training and development needs for secretarial and support staff.
• Collaborates with HR to ensure accurate maintenance of timekeeping and personnel records.
• Arranges coverage for secretarial and support staff absences.

Facilities and Operations

• Ensures compliance with lease terms, including timely payment of rent and other charges.
• Manages the relationship with the building management, including attending regular meetings.
• Leads local tenant improvement and construction projects.
• Oversee general maintenance and cleanliness of the office, and collaborates with Firm management on local sustainability initiatives.
• Ensures compliance with all health and safety, fire, and building regulations to maintain a safe work environment.
• Manages office security, including access control systems.

Policy and Compliance

• Develops and implements office-wide policies and procedures in compliance with local laws and Firm standards.
• Ensures office compliance with the Firm's risk management policies and all local regulatory requirements.
• Consults with firmwide Financial Services on all matters relating to the office insurance policies.

Project Work

• Undertakes ad-hoc related projects as and when required.

Qualifications

• Minimum 5 years of proven experience in law firm administration or professional services management.
• This is an in-office position requiring a presence in the Dallas office five days per week.
• Bachelor's degree from an accredited college or university.
• Facilities management experience, preferably within a law firm or professional services firm.
• Excellent leadership and management skills, with a history of direct supervisory responsibilities, including the ability to inspire and develop a cohesive and high-performing team across various functions.
• Proven ability to thrive in a demanding environment, responding effectively to evolving priorities and changes.
• Outstanding written and verbal communication skills.
• Highly detail-oriented and organized, with the ability to manage multiple tasks and projects simultaneously.
• Business acumen.
• Strong financial management skills and proven abilities in budgeting.
• Excellent organizational, planning, problem-solving and decision-making skills.
• Exceptional interpersonal skills and the ability to collaborate effectively with people at all levels, including Partners and clients.
• Ability to manage confidential and sensitive information with the appropriate discretion and cultivate an environment of confidentiality in the staff under their direction.
• Advanced proficiency in use of Microsoft Office tools, including MS Excel and MS Word, and experience with databases.

Responsible To

• Chief Administrative Officer

Physical Demands

• Must be able to lift boxes of files weighing approximately 15 pounds.
• Must be able to routinely lift and carry file folders weighing up to 5-10 pounds.
• Must be able to spend long periods of time working at computer workstation.
• Must be able to lift, squat, kneel and bend.

Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.