Washington, DC
Summary
A global law firm is seeking an Office Administrator who will support the day-to-day operations and administrative functions of the Washington, D.C. office. The Office Administrator will work collaboratively with office partners, direct reports, and other key personnel across the firm to provide exceptional customer service and administrative support. This role is highly visible and will work collaboratively with the various administrative departments and external vendors.
Responsibilities
Facilities and Operation
- Acts as liaison with landlord/building management office for day-to-day matters.
- Manages office moves, including coordination with various departments and managers, working with building to receive deliveries, etc. as needed.
- Provides project management assistance for construction projects, office alterations, and furniture installation or removal.
- Coordinates with Senior Director on office assignments and responsible for updating office maps.
- Responsible for updating the Sr. Director on office and space availability.
- Conducts weekly walk throughs and prepares punch lists for recommended repairs, cleaning and building maintenance for all areas of the office including carpeting and other flooring, janitorial, and equipment maintenance. Ensures premises are maintained in a clean, functional, and safe manner.
- Manages ergonomic evaluations, coordinating with the firm’s Safety and Security Specialist, and assists with educating employees regarding ergonomic best practices and procedures.
- Notify and liaise with the Human Resources department on any workers’ compensation matters, as appropriate.
- Provides reception and office services employees with equipment safety training.
- Build and maintain vendor relationships.
- Manages the facilities department help line/email box to ensure local tickets/requests are processed in a timely manner.
- Maintains service contracts on equipment and furniture and schedule repairs/replacements as needed.
- Manages and maintains the set-up and stocking of all new employee offices and workstations.
- Responsible for all matters related to safety and security, including facilitating building access, security access cards and log, new employee photos, handling emergency situations, and leading emergency drills.
- Responsible for disaster planning and business recovery for the Washington, D.C. office.
- Provides project management assistance to office services/facilities employees in other offices, as needed.
- Assists with the management and logistics of onsite events, as needed.
- Performs other related duties as assigned.
Office Services
- Manages the mail/copy and hospitality/receptionist/catering functions. Including office supplies and supplies related to US Mail, Fed Ex, and local courier deliveries.
- Manages the overall maintenance of kitchens and conference rooms to ensure cleanliness, functionality, and safety.
- Assists with staffing and budgeting recommendations and planning relating to office services and facilities.
- Follows firmwide policies and procedures for the management of various office services processes, procedures, and functions, including how to handle process servers.
- Collaborates with event coordinators and marketing department regarding firm events, client events, networking events, and workshops that are hosted in the Washington, D.C. office.
- Works with Receptionist to manage EMS schedules and input meeting information accurately and per firmwide standards.
- Manages in-house food and beverage expenses, including catered meals, kitchen supplies and equipment. Reviews, codes and processes invoices for catering, equipment, and services.
- Participates in events committee to plan, organize and orchestrate Washington, D.C. office events.
- Manages office specific information on the firm’s internal web portal.
- IT and AV
- Assists with conference room AV set ups as needed.
- Communicates and collaborate regularly with local IT/IT Manager on office needs.
Administrative Management
- Mentors and trains reception and office services personnel in the D.C. Office.
- Responsible for providing feedback to Sr. Director regarding reception and office services employees’ performance
- Assists with management of non-employee service providers, vendors, and/or temporary employees as needed.
- Provide frequent feedback and assists with preparation of performance evaluations.
- Develops and implements local policies and procedures, as needed, to ensure efficiency and coordination of service departments.
- Ensures firmwide policies/procedures are observed and understood by local staff.
- Responsible for promoting and building local office employee morale and coordination of morale building events, including Staff Appreciation Week.
- Assists with secretarial pairings/coverage for Washington, D.C. attorneys, paralegals, and other professionals receiving local assistance.
- Responsible for providing coverage for the reception desk during lunch breaks, vacation etc.
- Responsible for acting as backup support for IT in emergencies and as required.
- Reviews and approves timecards and PTO requests for local employees as necessary.
Finance
- Assists Senior Director with local office budgeting and purchasing.
- Monitors local budget expenses and reports to Senior Director on budget variances.
- Monitors and approves expense reports and accounts payable for office.
Requirements
- Ability to think proactively, strategically, and innovatively.
- Ability to effectively organize, prioritize, and handle multiple tasks simultaneously with minimal oversight.
- Possess strong analytical, written/verbal communication and presentation skills.
- Ability to effectively communicate with personnel at all levels.
- Possess a positive and professional demeanor and the ability to maintain absolute confidentiality.
- Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
- Knowledge of space management, move coordination, and building maintenance.
- Knowledge of reception/hospitality, catering, and mail/copy functions.
- Ability to build teams, manage, mentor, lead, and motivate staff.
- Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat, EMS software and other software applications required in a legal environment.
- Possess a level of attention to detail to provide error free work product.
- Ability to be proactive and comfortable making recommendations and providing solutions to problems and issues.
- Ability to work in a fast-paced deadline driven environment.
- The ideal candidate will have 3+ years of relevant supervisory/managerial experience in the legal industry or professional services environment. Bachelor's degree required.
Compensation: Based on experience $126,000.00-$189,000.00, plus bonus