19 days old
2018-01-032018-02-02

Office Administrator

Pepper Hamilton
Detroit, Michigan
  • Job Type
    Employee
  • Job Status
    Full Time

Position Description:

Responsible for the day-to-day administrative and business functions including all staff personnel matters, facility operations and expense management. Manage the operations of the Detroit office to function smoothly, economically and creatively define and enhance the scope of operations. Department functions supervised are: accounting, library, records, human resources, office services, user services, reception and information technology.

Administrative

Oversees and directs all office support functions, including human resources, office policies and procedures, financial management, facilities management, library, and information technology. Complys with all firm-wide policies and procedures.

Maintains clear communication with office attorneys, staff, and Philadelphia management and staff by proactive and routine conversation; routinely meet with partners, of counsel, associates, and paralegals to assess their support needs.

Acts as monthly partner/of counsel meeting schedule coordinator and recording secretary. Publishes timely meeting minutes after review by the attorney-in-charge.

Human Resources

Evaluate secretary and other support staff headcount and organization structure to provide optimal value to the Firm. Assign secretaries to support attorneys and paralegals.

Directs the office human resources function including: recruiting, position posting, hiring, orientation, compensation & benefits administration, time entry approval, and staff appraisal process. Assure adequate supervision and training occurs so incumbents are able to perform their primary duties unassisted or with reasonable accommodation made by the Firm.

Reviews job descriptions for new or existing positions as developed by the staff member and or HR/training coordinator.

Assures all office equipment and support services are in place for new hires.

Effectively resolve staff issues. Prepare corrective action plans; conduct exit interview.

Facilitates employee records maintenance and correspondence with Philadelphia HR through the efforts of the HR/training coordinator.

Coordinates annual reviews for staff: software training follows up to assure timely completion, obtain approvals.

Prepares compensation analysis and recommends annual increases or other salary adjustments.

Manages the Dayforce HCM software and approves staff time entries on a daily basis, Assures overtime is approved and managed within budget.

Financial

Prepares the annual operating and capital budget following Philadelphia CAO guidelines. Meets with partners/of counsel to determine budget needs.

Monitors spending on a monthly basis and discusses variances with the attorney-in-charge as requested.

Acts as banking relationship liaison for the office.

Oversees the office accounting operations including but not limited to accounts receivable deposits, cash logs, recordkeeping for client trust accounts and IOLTA accounts, coordinate issuing of annual 1099 statements, proper enrollment of new client accounts, authorize wire transfers, sign checks and review documentation, review monthly bank statement reconciliations, review petty cash disbursements, authorize local accounts payable disbursements.

Prepares analysis of budget actual variances as requested by the CAO.

Marketing

Actively participates as a member of the office marketing committee. Acts as liaison for local advertising and promotional campaigns.  Produces office marketing events.

Facilities Management

Acts as liaison with building management and contractors.

 

Manages planned and active construction projects with oversight from Philadelphia administration.

 

Approves/sources office equipment, furniture and maintenance services.

 

Oversees maintenance activities and office repairs. Reviews and approves monthly lease statement, utilities and maintenance services.

 

Oversees conference room usage and meeting needs through the efforts of the conference room steward.

 

Manages the Office Services contract and their services.



Requirements

Minimum Qualifications and Skills:

Minimum 10 years of administrative management experience, proficiency in the law industry or other professional service environment is required. High level of business and customer service experience managing staff; preparing and monitoring budgets; purchasing and negotiating with vendors; having a broad scope human resources background ranging from recruiting, appraisals, and compensation, to benefits administration; planning hospitality events; and managing facilities is required. Ability to identify and analyze complex issues and problems and to recommend and implement solutions; possess the interpersonal skills necessary in order to maintain effective relationships with all staff.


Related Training and Education Required:

Bachelor’s degree or higher in a relevant discipline such as business management, business administration, or human resources . Completion of professional certification (CLM, PHR, SPHR, etc) preferred. On-going participation in professional organizations (ALA, SHRM, LMA) to maintain proficiency. Ability to efficiently and effectively assess office concerns and address them to the satisfaction of the local office partners and Philadelphia administration; possess and demonstrate a customer service attitude and instill that attitude in the administrative support staff; ability to work more than a 35 hour week to assure smooth office operations.


Categories

  • Administrative / Clerical
  • Employment
  • HRIS
  • Legal
  • Education

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Office Administrator

Pepper Hamilton
Detroit, Michigan

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Pepper Hamilton
Detroit, Michigan

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