Job Location : New York,NY, USA
We are conducting a search for an Office Administrator with at least seven (7) years of office management experience, including expertise in facilities and office services within a law firm setting. What You'll Do:Office Operations & Management • Responsible for working directly with the building landlord and services management to address maintenance needs and services provided by security staff. • Responsible for managing, leading, and developing the office operations, including facilities, office services, reception, secretaries, and executive assistants. • Responsible for office maintenance as necessary and in case of an emergency responsible for preparedness plans in coordination with firm-wide specifications • Management of all on-site vendors, this includes contract catering vendors for lunches, dinners or special events. • Responsible for facilities and office services set-up of workspaces as required. • Responsible for coordinating all aspects of moves within the office. • Oversee management of office supply areas; ensure proper and consistent stock of all supplies are on hand and orders are managed efficiently. • Manage maintenance of all pantries and kitchen equipment throughout the office • Manage staff to ensure the office is tidy/clean, functional, safe, and in compliance with city, state, and federal law and regulations. • Lead weekly team meetings to discuss best practices, work on team building and morale, and provide training, cross training, and mentoring. • Manage in-house food and beverage expenses, including catered meals, kitchen supplies and equipment. • Responsible for budget maintenance and processing of invoices for catering, equipment, and services, ensuring unbudgeted expenses are approved. • Address key issues and provide solutions are it relates to the office space, building procedures, emergency procedures, special events planning, construction project planning, etc. • Day-to-day management and supervision of all administrative staff, facilities, and office services employees, including identifying developmental opportunities and providing feedback, approving overtime and reports on a daily basis, and approving vacation, personal and scheduled sick days. • Responsible for planning and execution of all internal office events, including collaborating with the Marketing Department as it relates to client events s (conference room set up, catering, décor, etc.). • Maintain overall knowledge of basic software systems such as Workday, EMS, Maptician. • Audit the online conference room booking system (EMS) for accuracy and provide training to staff. • Attend seminars and relevant trainings in order to keep current on new leadership skills. • Participate in monthly meetings with Partners and Office Leadership to discuss improvements or changes in delivery of services and general office support. Facilities Management • Responsible for office assignment information in Workday • Field requests for furniture items and collaborate with Senior Director to procure as necessary. • Conduct monthly office walk-throughs and prepare lists for recommended repairs, cleaning, and building maintenance for all common areas of the New York Office. • Ensure premises are maintained in a clean, functional, and safe manner for all employees. • Manage ergonomic evaluations, coordinating with the Safety/Security Specialist. • Coordinate with firmwide Safety and Security manager on training and supplies to have on hand. • Oversee stock of building key cards for guests, and production of cards for new employees, including photos. • Become expert user of Brivo security program for our doors and key cards. Secretarial Workflow and Assignment Coordination • Responsible for day-to-day management of corporate secretaries/executive assistance in New York • Handle secretary workflow coordination as needed and pair appropriate secretaries with timekeepers and others requiring assistance, based on Practice Management guidelines. • Maintain pairing lists and keep information current in Workday. Office Engagement and Culture Champion • Be a culture champion for the office and be responsible for proactively improving collaboration and working relationships in the office. • Responsible for designing and implementing initiatives and programs to drive culture change and engagement across the office. • Responsible for morale and increasing productivity and retention. • Organize collaboration events for the office to promote in office attendance and engagement. • Responsible for thinking of creative ways to keep remote employees involved and engaged. • Analyze in office activity data and proactively share ideas with leadership on improving such. Other Responsibilities • Communicate and work closely with NY IT Team • Participate in NY Office Committee meetings. • Collaborate with managers and directors from other offices on special projects. • Respond to general office/NY questions about local restaurants, hotels, office amenities, etc. • Manage the firm's NY guest apartment, including scheduling guests, updating concierge with guest information, and scheduling cleanings between every guest. • Schedule frequent visits to ensure apartment is in proper order. • Help coordinate physical onboarding needs for new staff hires and lateral attorneys, including arranging for messenger services for new attorney items coming from other firms. • Assist with other projects as needed. What You'll Bring:Experience • Bachelor's degree required. • A minimum of seven (7) years' office management experience with facilities/office services experience in a law firm. • Professional presence and good judgement. • Client service focus and excellent leadership skills. • Self-starter, proactive, and resourceful. • Exceptional time management skill. • Ability to think strategically and innovatively. • Ability to prioritize and handle multiple tasks with minimal oversight in a fast paced and high-pressure environment. • Strong analytical skills • Professional and friendly, can-do demeanor • 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. • Experience with team building and conflict resolution. • Ability to mentor, effectively supervise, lead, motivate and train staff. • Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat, and other applications. • Excellent written, verbal, and organizational skills. • High level of attention to detail and quality control.