Office Administrator

Human Resources – Under the direction of Firm HR Director:

• Communicate and enforce policies and procedures.
• Conduct interviews and make determinations or assist in making determinations on the selection of staff employees, as appropriate.
• Initiate new employee intake, employee status change, and exiting employee processes.
• Conduct New Hire orientation and training for staff hires.
• Coordinate employee benefits issues with Administrative Office.
• Manage staff and administrative workloads as appropriate; manage staff time off requests.
• Provide feedback on staff. Coordinate/conduct annual staff evaluations.
• Coordinate attorney evaluation and business planning meetings.
• Coordinate with Recruiting Department on attorney and summer associate recruiting and onboarding.
• Identify and document performance issues and work collaboratively with Supervising Attorney, Managing Shareholder and/or Firm HR to resolve.

Financial Management and Budgeting:

• Prepare and monitor annual budgets.
• Review and approve invoices and expenses for the office.
• Review and analyze monthly financial reports for the office.
• Responsible for the administration of the office checking account and oversight of staff responsible for maintaining attorney trust account.
• Oversee purchases of equipment, maintenance contracts and office supplies, coordinating with administrative departments where applicable.
• Work with attorney(s) and corresponding administrative departments to provide assistance in resolving billing and collections issues, where requested.

Marketing and Event Planning:

• Work closely with the Managing Shareholder and to plan and coordinate local marketing events including briefings and seminars.
• Assist shareholders with enhancing the firm’s visibility and image in the local market and throughout the firm by identifying and supporting networking and other business development opportunities.

Technology

• Coordinate with Technology and site support teams to ensure on-site upgrades and technology issues are properly addressed.
• Act as liaison between Service Desk and office regarding technology issues.
• Coordinate technology upgrades and maintenance with Administrative Office IT department and vendors.

Facilities:

• Issue building identification and office keys.
• Maintain personnel directory.
• Act as Liaison between firm and landlord regarding any facilities projects, maintenance requests, or issues.
• Act as safety coordinator and train employees on emergency procedures.
• Working with the Firm’s records managers, oversee records storage and management.

Committees and Meetings:

• Attend local Shareholder meetings and chair Staff meetings.
• Plan Office Social Functions.
• Manage special projects as assigned by Managing Shareholder.
• Attend Office Administrators Forum.

• Degree and 4+ years of Office Management, HR experience or 6 years combination of experience and education.
• Candidates must be professional, have significant and proven experience in managing others.
• Law firm experience is preferred, but not required.
• Experience in directing workload, performance management, training, event planning, staffing and recruitment.
• Excellent oral and written communication skills.
• Advanced proficiency in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Outlook, plus Document Management Systems.
• Ability to operate all common office equipment, including audio visual equipment.

Please note, we are not working with outside recruiters for this position.

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.