Office Administrator

DLA Piper; Dallas (TX); Hybrid; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a dynamic Office Administrator to oversee daily operations and business functions across multiple offices. This role involves managing budgets, leading staff, and ensuring efficient office administration. The ideal candidate will excel in communication and leadership, fostering positive relationships within the firm. With a hybrid work schedule, this position offers a unique opportunity to contribute to the growth and success of the organization while embracing innovation and change. If you are looking to make a meaningful impact in a collaborative environment, this role is perfect for you.

Qualifications

• 6 years of experience managing an office in a professional services environment.
• Knowledge of basic accounting principles and budget management.
• Experience with facilities management and project management.

Responsibilities

• Directs and manages daily administration of office functions.
• Prepares and maintains accurate operating and capital budgets.
• Provides leadership and support to staff and partners.

Skills

Interpersonal Skills

Communication Skills

Problem Solving

Leadership

Project Management

Organizational Skills

Microsoft Office Suite

Budget Management

Education

High School Diploma or GED

Bachelor's Degree in Business Administration

Job description

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DLA Piper is, at its core, bold, exceptional, collaborative and supportive. Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together.

Summary

The Office Administrator is responsible for the daily administrative and business functions of assigned offices. The Office Administrator develops and maintains effective working relationships with other management throughout the offices and firm. In addition to the responsibility for budgeting and controls, systems, and physical facilities, this position also identifies and plans for the changing needs of the offices, shares responsibility with the Managing Partner for practice management, and contributes to cost-effective management throughout the office. The Office Administrator oversees the daily operations of several offices in an assigned region.

Location

This position can sit in our Dallas and Houston offices and offers a hybrid work schedule, with at least four days in the office.

Responsibilities

1. Directs, manages and oversees the daily administration of the business functions of the office to ensure it is operating efficiently.
2. Provides regular direction and leadership to staff, including administrative and Legal Support Services, on projects, workflow and assignments. Conducts regular business professional and administrative meetings.
3. Provides leadership support to include legal support team assignments, new employee onboarding/orientation, conducting performance evaluations, and reviewing merit and annual bonuses. Partners with Talent Acquisition to recruit for open positions within assigned offices.
4. Prepares, analyzes, and maintains accurate operating and capital budgets for all areas of responsibility. Reviews budget, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget. Reports back to senior management or operations management on any unplanned expenses that will result in budget overage.
5. Collaborates with office partners and firm leadership to assist with billing and collection efforts and provides various financial reports.
6. Interacts with senior management and operations management as it relates to administrative, operational and facilities issues of an assigned office.
7. Manages the integration process of lateral groups of lawyers, their paralegals and legal support staff. Provides leadership in securing the resources necessary to finalize their integration by partnering with other firm departments.
8. Works on firmwide initiatives with Regional Office Administrator and senior management. Helps to standardize practices and procedures and streamline activities when appropriate and influence change.
9. Partners with the Regional Operations Managers and firm’s Real Estate leadership team on space planning to include refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs and construction management.
10. Serves as a liaison to the landlord, property management, building engineering and security.
11. Supports large projects and programs in the office to include IT projects, HR, Operations, Diversity and Business Development.
12. Participates in and/or leads focus groups in facilitating rollouts.
13. Embraces, supports and drives innovation and change in accordance with industry and firm initiatives.
14. Attends partner meetings and all attorney meetings as well as serves on various teams within the firm.
15. Actively reports and communicates with Regional Office Administrator regarding office activities in a timely manner.
16. Provides leadership to and manages a team of business professionals to include coaching, mentoring and professional development. Responsible for providing performance feedback on a regular basis.
17. Other duties as assigned.

Desired Skills

Excellent interpersonal and communication, problem solving, leadership and diplomacy skills to interact with lawyers, staff and vendors on a regular basis. Excellent organizational and project management skills required. Working knowledge of Microsoft Office Suite. Ability to analyze workflow and finance data and make sound business decisions desirable. Must be able to work effectively in a fast-paced environment.

Minimum Education

• High School Diploma or GED.

Preferred Education

• Bachelor's Degree in Business Administration, Finance or related field.

Minimum Years Of Experience

• 6 years of experience managing an office in a professional services or law firm environment.
• Knowledge of basic accounting principles to include budget management required.
• Experience with facilities management to include design, construction, contract negotiations and project management a plus.

Essential Job Expectations

While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to:

• Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
• Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
• Provide timely, accurate, and quality work product.
• Successfully meet deadlines, expectations, and perform work duties as required.
• Foster positive work relationships.
• Comply with all firm policies and practices.
• Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
• Ability to work under pressure and manage competing demands in a fast-paced environment.
• Perform all other duties, tasks or projects as assigned.

Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people.

Physical Demands

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Work Environment

The individual selected for this position may have the opportunity for a hybrid work arrangement comprised of remote and in-office work, the requirement for which will be determined in coordination with the hiring manager or supervisor and may be modified in the firm’s discretion in the future.

Disclaimer

The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment.

Application Process

Applicants must apply directly online instead of sending application materials via email.

Accommodation

Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact [e-mail].

Agency applications will not be considered.

No immigration sponsorship is available for this position.

DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.