Apply on Employer Site

Akin Gump Strauss Hauer & Feld LLP · 1 month ago

Regional Office Administrator

Los Angeles, CA

Full-time

Onsite

Senior Level

$175K/yr - $240K/yr

6+ years exp

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm seeking a Regional Office Administrator to support its Los Angeles office. This role involves overseeing day-to-day operations, ensuring operational efficiency, and fostering a positive office culture while managing various administrative functions.

Hiring Manager

Raechel Reynolds

Responsibilities

Oversee office operations, and supervise guest services/reception, conference services, office services and either directly or through a secretarial supervisor or manager, manage the secretarial staff of the office, ensuring needs are met and balanced against firmwide expectations and standards

Oversee the managers, supervisors and coordinators for the above departments ensuring effective execution of their duties

Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within all assigned offices, and that staffing ratios are appropriate and efficient

Manage third party vendor relationships, as required

Oversee operational issues as they arise and ensure that such issues are resolved appropriately, efficiently and cost effectively

Work with the Senior Director of Operations – US and coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firmwide and office policies and legal obligations. Support and implement local deployment of firmwide initiatives

Implement and ensure compliance with firm standards of excellence and high levels of customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them

In conjunction with the Senior Director of Operations – US, prepare and monitor office operating and capital budgets for all assigned offices

Review expenses to ensure compliance with budget and notify Senior Director of Operations – US of potential variances

Manage contractual relationship with vendors providing cost-effective goods and services to the office(s). Negotiate with vendors, initiate bid procedures per firm protocols and obtain appropriate approvals for contracts in advance, including consulting with the Senior Director of Operations – US and GC’s office, as appropriate

Work with the Senior Director of Operations – US on any issues with the landlord and subtenants; approve and process rent and other office operations invoices

Manage office assignments, moves and furnishings in partnership with Office Services Manager and support from the Office Services staff

Work with the Senior Director of Operations – US on construction and renovation projects, as necessary, and support on the ground activities of same from inception through completion

Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion

Ensure adequate fire/emergency disaster plans and necessary security procedures are in place and appropriately communicated to all office personnel

Ensure appropriate emergency medical equipment such as AED’s and fire extinguishers are maintained, inspected and in working order. Also implement CPR certification training to ensure appropriate levels of CPR support are available in the office based on local regulations

Ensure strong and effective secretarial support is available to the lawyers in all assigned offices and work closely with the Secretarial Manager (if one is in place) as needed, on assignments and obtain lawyer feedback to ensure and achieve excellence in support

Ensure effective use of resources and share resources across geographies as needed to balance workloads

Partner with the Senior Director of Operations – US and the Information Technology department to support the firm’s overall technology program and ensure adherence to firm policies

Manage the office/seat assignment platform – Eptura and be proficient with other technology platforms used by your assigned teams including but not limited to EMS and the Lenel security system

Work with the Human Resources department and other managers to coordinate recruitment of business services professionals and staff for the office

Work with the Human Resources department to coordinate orientation and introduction of new lawyers and business services staff within the office

Support the development and execution of training programs for managers, and business services staff, as well as assisting, as needed, with training opportunities for the firm’s lawyers and other legal personnel that are provided by the firmwide Professional Development team

Maintain a professional manner at all times, contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm. Promote teamwork within the office

Resolve human resources issues in a timely and appropriate manner, consulting with Senior Director of Operations – US, the Firm’s Director of Human Resources – US or Chief Talent Officer, firmwide business professionals and involving the Partner in Charge, Practice Leader(s), appropriate lawyers, and others as necessary and appropriate

Work with the Senior Director of Operations – US regarding approval of new hires and with the Chief Talent Officer and Director of Human Resources – US on any performance counseling or needed terminations of employment

Notify the Senior Director of Operations – US of any employee or other issues and suggest solutions

In conjunction with the Senior Director of Operations – US, develop short and long-term plans and goals for office operations and support of the lawyers within the office(s)

Travel to San Francisco and Irvine on a monthly basis, or as needed to resolve issues and ensure effective operations

Assist with firmwide projects, as assigned

Other duties, as requested

Qualification

MS OfficeManagerial experienceBachelor's degreeLegal industry experienceOrganizational skillsCustomer serviceInterpersonal skillsTeam collaborationCommunication skillsAdaptability

Required

Bachelor's degree required; an advanced degree and/or significant work experience in the legal industry is an asset

Minimum of 6 years of related experience managing and leading teams, preferably in a law firm or other professional services organization

Thorough knowledge of MS Office applications including Word, Outlook and Excel

Excellent interpersonal skills required including strong oral and written communication skills, including the ability to communicate potentially detailed and complex information to others

Aptitude and willingness to work with complex procedures

Strong organizational skills and attention to detail

Significant managerial experience in a fast-paced, changing environment essential

Ability to manage multiple priorities and adjust to changing priorities in a professional manner

Ability to work independently and with a team

Strong commitment to excellence in customer service

Self-starter who is collaborative, enthusiastic, and a team player

Willingness and ability to assume new tasks and responsibilities

Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the Firm's Core Values

Ability to address all work with a positive and 'can do' approach

Commitment to professional growth and development for self and the business services professionals and staff