Ogletree Deakins has an exciting opportunity for an experienced Office Administrator to become a part of both the Firm's Nashville, TN and Memphis, TN. The Office Administrator is responsible for the business administration of the office and may assume responsibility for additional Ogletree Deakins offices and/or practice groups as appropriate, including all support functions and coordination. The Office Administrator will manage all operations of the assigned office(s), including human resources, financial planning and controls, marketing and event planning, facilities, information systems, and other tasks. The position will also work closely with the Office Managing Shareholder(s) ("OMS") in the development and ongoing administration of the offices’ strategic plan. The Office Administrator may also be provided opportunities to collaborate on broader initiatives that support continuous improvement efforts in benefit of Firm interests.
Essential Functions:
Human Resources – In close collaboration with and supported by the Firm’s Human Resources team:
Communicate and enforce policies and procedures
Conduct interviews and make recommendations on the selection of employees
Initiate new employee intake process, employee status change requests, and exiting employee process
Conduct New Hire onboarding including orientation and training of Firm systems and processes
Coordinate Employee Benefits issues with Human Resources
Optimize planning and utilization of office resources to efficiently and effectively meet office needs
Coordinate and provide feedback on annual business service professionals evaluations and compensation
Provide clear expectations of employees under their leadership, including assessing training needs and facilitating development opportunities
Actively manage employee performance, identify and document performance issues to resolve through counseling, performance improvement plans, and other resources within the Firm
Champion positive and engaging work environment and motivation
Financial Management and Budgeting
Prepare and monitor office budget, making recommendations for cost efficiencies, capital expenditures, and operational needs
Regularly review and analyze monthly financial reports, working closely with OMS to address profitability and attorney productivity issues
Review and approve invoices and expenses for the office
Build and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being provided
Responsible for administration of the office checking account, Firm credit card, and attorney trust account
Marketing and Event Planning
Work closely with the OMS to plan and coordinate local marketing events including briefings, roundtables and seminars
Assist shareholders with enhancing the Firm’s visibility and image in the local market and throughout the Firm
Facilities
Responsibility for local office level adherence to Firm safety and security protocols and policies
Regularly maintain personnel directory and floor plans to ensure accuracy
Act as safety coordinator and train employees on emergency procedures
In collaboration with Real Estate and Project Management team, act as liaison between Firm and landlord regarding any facilities projects, maintenance requests, or issues; participate in space planning and design for office relocations, proper maintenance of office space assets to reflect professionalism of the Firm
Oversee records storage and management
Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current
Computer Systems
In coordination with Information Technology, support technology operations and functionality, including: coordinate technology upgrades and maintenance with Administrative Office, IT department, consultants and vendors
Management, Committees, and Meetings
Work collaboratively with OMS
Identify and analyze issues; recommend and implement approved solutions under the direction and guidance of the OMS
Attend local Shareholders’ meetings
Chair business service professionals meetings
Plan office social functions
Manage special projects as assigned by OMS, Director of Office Administration, and Administrative Leadership
Attend departmental or Firm events as required from time to time
Ability to travel as work requires, from time to time
Requirements:
Bachelors degree and 4+ years of Office Management, Human Resources experience, or 6+ years combination of experience and education
Candidates must be professional, and have experience in managing others, including directing workload, performance management, training, event planning, staffing and recruitment
Experience in managing remote staff
Proficient in all Microsoft applications, including, but not limited to Word, Excel, PowerPoint, Outlook, Document
Management System, expense and billing systems
Analytical and problem solving skills
Ability to proactively focus on and anticipate needs
Display emotional intelligence
Dependable – quickly becomes the ‘go-to’ person
Strong leadership qualities - able to lead and manage others
Ability to act in a position of trust, both as to attorneys and business service professionals
Consistently deliver excellent client service both internally and externally
Responsive-responds to inquiries and provides feedback in a timely manner
Highly organized and self-directed – able to juggle several projects and offices at one time
Ability to work collaboratively, while also encouraging and motivating others
Ability to lead independently, exercising good judgment in potentially difficult situations
Capacity to maintain effective working relationships with all levels of Firm personnel and diverse groups of people
Excellent oral and written communication skills are essential
Please note, we are not working with outside recruiters for this position.
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