OverviewResponsibilitiesSummary:The Director of Office Administration oversees office operations, facilities, and administrative functions for the Los Angeles, Portland, and San Francisco offices, including office budgeting, vendor invoice submission, and collections assistance. The role also coordinates office services, facilities management, office supplies, and vendor relations; supervises Legal Assistants and Paralegals; and provides overall administrative support to the Firm's attorneys and business professionals.
Strategic Leadership:- Provide strategic oversight to the Los Angeles, Portland and San Francisco offices, ensuring alignment across operations, facilities, and staff to deliver seamless service and responsive support.
- Continuously evaluate office procedures, identifying areas for improvement and implementing more efficient practices to reduce costs, enhance productivity, and improve service levels.
- Develop strong, helpful, and healthy relationships with all attorneys, business professionals in the office, other Office Administrators and Chiefs.
- Assist in the planning and execution of office openings and relocations, including coordinating the setting up of new office spaces, overseeing logistics, ensuring proper furnishings, technology, and supplies are in place, and working with vendors and contractors to get new spaces up and running efficiently.
People Management:- Directly supervise the Legal Assistants, Paralegals, and Office Operations/Facilities support in the Los Angeles and Portland offices, overseeing workload assignments, performance management, and professional development.
- Establish clear goals, expectations, and performance standards for business professionals. Monitor performance and ensure the team meets individual and collective objectives.
- Offer consistent leadership, coaching, and mentoring to team members, helping them improve skills, handle challenges, and develop professionally within the Firm.
Operations & Facilities Management:- Manage relationships with external vendors (e.g., office supply companies, maintenance services, security firms), negotiating contracts, overseeing service level agreements (SLAs), and ensuring that services are delivered to meet Firm expectations.
- Plan and implement office space requirements, including managing office layouts, seating arrangements, and conference room setups based on business professionals' needs.
- Manage all aspects of the physical space, including space planning (including needs of visiting attorneys from other offices), office relocation, lease negotiation, relationship with building landlord, mail, reprographics, reception, and food services.
- Ensure that the office environment reflects the Firm's brand and enhances client experience. Oversee guest services, including reception, waiting areas, and client meetings.
- Ensure effectiveness of office security programs and office disaster preparedness efforts.
Administrative Support and Workflow Efficiency:- Develop and implement best practices for administrative tasks (e.g., document management, correspondence, meeting coordination, etc.) to streamline workflows and improve efficiency.
- Ensure that administrative resources are aligned with the needs of attorneys and business professionals, providing essential support for daily activities such as filing, research, client communications, and scheduling.
Budgeting, Cost Control, and Financial Responsibilities:- Partner with Finance to manage the financial plan for each office and its execution, ensuring that operational costs are controlled, and expenditures are within approved limits. Monitor spending on supplies, services, and office-related expenses.
- Manage the allocation of resources, including office supplies, technology, and equipment, ensuring that business professionals have the tools they need to perform their work efficiently while avoiding over-purchasing or waste.
- Support attorneys in reviewing and managing WIP to ensure timely billing and collections.
- Support Finance by following up on outstanding collections by coordinating with attorneys to address overdue payments.
- Collaborate with the billing department to address outstanding billing issues and assist with the resolution of billing discrepancies to optimize cash flow.
- Coordinate the distribution of client statements of account and assist with follow-up efforts related to outstanding balances.
- Track and follow up on reimbursement of personal expenses charged to the Firm to ensure timely repayment and appropriate reconciliation
Travel:This role requires occasional travel to the San Francisco and Portland offices.
QualificationsEducation Required:A bachelor's degree in business administration, office management, or a related field is preferred.
Experience Required:- Minimum of 7-10 years of experience in office management or administrative services, with at least 3-5 years in a supervisory or managerial capacity in a law firm or professional services environment.
- Proven experience in managing office operations, facilities, and administrative teams within a law firm or similar setting.
Skills Required:- Strong leadership and interpersonal skills with the ability to manage a team effectively.
- In-depth knowledge of office management, facilities management, and vendor relations.
- Exceptional organizational and multitasking abilities, with a strong attention to detail.
- Strong understanding of law firm operations, including knowledge of the unique needs and challenges of legal professionals.
- Proficient in office software, document management systems, and other office-related technologies (e.g., Microsoft Office Suite, Google Workspace, case management systems).
- Strong problem-solving skills and the ability to make decisions that balance operational efficiency with the Firm's goals.
- Budgeting and cost control expertise, with a track record of managing expenses effectively.
Physical Requirements:Prolonged periods of sitting at a desk and working on a computer.
It is not typical for offers to be made at or near the top of the range. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and where applicable, licensure or certification obtained. Market and Firm factors are also considered. In addition to the base salary and a generous employee benefits package, successful candidates are eligible to receive a discretionary bonus.
Pay RangeUSD $200,000.00 - USD $220,000.00 /Yr.
