Office Administrator - Nashville (Hybrid)

Littler; Nashville (TN); Hybrid; USD 75,000 - 95,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off

Mental health programs

Parental leave

Life insurance

Disability insurance

Wellness program

Flexible spending accounts

Employee referral bonus

Job summary

Littler in Nashville, TN, is seeking an Office Administrator to manage administrative operations across Nashville and other offices. This hybrid role involves collaborating with firm management and supporting regional offices.

The position requires leadership, staff supervision, budgeting, and ensuring efficient office services, HR coordination, and client service. Candidates should have at least five years of office management experience in a professional services environment and a Bachelor’s

Qualifications

• Minimum of five years of dedicated office management experience in a professional services firm.
• Bachelor’s degree or equivalent experience required.
• Strong leadership and people-management skills.

Responsibilities

• Provides leadership and direction to office staff.
• Manages staffing, hiring and performance evaluations.
• Coordinates facilities, budgeting and vendor relations.
• Prepares local office reports and supports attorney development.
• Ensures compliance with firm policies and client service standards.

Skills

Leadership

Team supervision

Budgeting

Communication

Cross-functional collaboration

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Job description

Under minimal supervision, the Office Administrator will manage the administrative operations of our Nashville, TN, Greenville, SC, and Charlotte, NC offices. The Office Administrator will work collaboratively with firm management and will have significant interaction with corporate departments.

This is a hybrid position located in Nashville, TN.

Responsibilities

Leadership:

• Provides leadership and direction to the office staff employees.
• Communicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clients’ needs.
• Actively participates in attorney and other office meetings.
• Works effectively with regional Team Leader and as a member of an Office Administrator Team.
• May serve as a Project Leader.
• Seeks input from employees as appropriate and encourages open communication.
• Is proactive in developing plans for the short-term and long-term needs of the office.
• Keeps the attorneys and employees appropriately informed.

Supervision

• Maintains an appropriate level of staffing in the office.
• Hires and supervises the paralegals, legal secretaries and other support staff.
• Provides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards.
• Conducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate.
• Manages to the highest standards of client service.
• Implements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate.

Attorney Development & Recruiting

• Maintains local office CLE records and ensures compliance with State requirements.
• Manages/coordinates internal firm-wide CLE webinars for local office(s).
• Participates in lateral attorney recruiting including completion and submission of attorney hire checklists and verification of current Bar admission.
• Manages client intake procedure and file transfer procedure for lateral Shareholders under the Firm's established procedures.

Facilities Management

• Ensures that all facilities and office services functions are well organized, productive and effectively supporting the needs of the office. These services include reception, mail, photocopy, messenger, purchasing and supplies.
• Manages relations with local vendors and local representatives of national vendors.
• Maintains local office emergency response and safety programs.
• Maintains local security system and physical security of space.
• Works collaboratively with Corporate on space utilization, lease administration and subleasing.
• Works collaboratively with Corporate and national real estate vendor on build-out, refurbishment and relocation projects.
• Serves as a liaison to local property management and coordinates maintenance/repair with local property management/outside services.
• Prepares and manages the local office budget and business plan.
• Monitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget.
• Oversees organized year-end collection efforts and may participate in direct collection activities.
• Approves firm and client invoices, check requests and expense reports.
• Monitors and controls staffing, operating expenses and expense recovery.
• Manages timekeepers’ weekly time entry/release to ensure deadlines are met.
• Ensures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards and communicates success and/or problems with Accounting Department.
• Coordinates financial matters as needed with the Accounting Department.

Human Resources Management

• Ensures compliance with the firm’s HR policies.
• Manages the Human Resources activities of the office, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non-exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping.
• Manages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department.
• Coordinates and manages new hire training for all new employees in office in conjunction with HR/Training Department.
• Promotes an environment that fosters excellence and high morale.
• Maintains safety equipment records and manages safety training of appropriate employees (including CPR and AEDs).
• Coordinates safety and security issues with Human Resources Department as appropriate.
• Coordinates employment issues as needed with the Human Resources Department.

Marketing

• Works collaboratively with local attorneys, Corporate and Regional resources to identify and implement individual attorney and local office client development, marketing and promotional opportunities, including coordination and management of local client seminars, breakfast briefings and other business development events.
• Provides assistance with proposals, research or other client development requests.
• Ensures that the local client mailing list is properly maintained and up to date (i.e., InterAction).
• Maintains collateral materials; prepares and distributes new business packets.
• Serves as a liaison and local resource to the Marketing Department.

Office Administration

• Provides useful insight to operational data that can be used by Senior Director of Office Operations to materially affect departmental directions and operations.
• Directs the planning and implementation of various office events such as client event, holiday parties, staff appreciation activities, and other social events sponsored by the office.

Practice Support And Information Management

• Manages secretarial support, coverage and workflow.
• Manages paralegal support, utilization and case assignments.
• Manages local adherence of new business intake; docket/calendar systems and compliance; records management and case filing.
• Works collaboratively with Regional Litigation Support personnel.
• Works collaboratively with Corporate and Regional IT personnel to ensure functionality of all systems.
• Ensures that users receive appropriate orientation and training on software applications and systems.
• Works with IT resources to coordinate local rollouts and initiatives; oversee problem resolution for users and provide feedback to IT management on the user experience.

Education & Certifications

• Bachelor’s degree or equivalent experience (e.g., 20+ years in a similar role) required.

Experience Required

• Minimum of five (5) years of dedicated office management experience with law firm or other professional service organizations in order to manage business operations including the direct supervision of non-exempt employees.
• Thorough understanding of law firm or professional services administration, facilities management, and human resources management as normally acquired through a bachelor’s degree in business administration or a closely related field.
• Must have direct experience in all the key functional areas of the position.

About Littler

Littler is the largest global employment and labor law practice in the world exclusively devoted to representing management. With more than 1,900 attorneys in over 100 offices worldwide, Littler serves as the single source solution provider to the global employer community. Consistently recognized in the industry as a leading and innovative law practice, Littler has been litigating, mediating and negotiating some of the most influential employment law cases and labor contracts on record for over 75 years.

Littler’s unparalleled commitment to labor and employment law helps clients navigate a complex business world with nuanced legal issues - building better solutions for clients’ toughest challenges. With deep experience and resources that are local, everywhere, Littler is fully focused on its clients. With a diverse team of the brightest minds, Littler fosters a culture that celebrates original thinking. And with powerful proprietary technology, Littler disrupts the status quo-delivering bold, groundbreaking innovation that prepares employers not just for what’s happening today, but for what’s likely to happen tomorrow.

We offer a generous benefits package to full-time and part-time employees working at least a 50% schedule.

• comprehensive health, dental and vision plan for you, your spouse/domestic partner and children
• superior 401(k) plan
• ample time off programs
• mental health programs
• family building and caregiving
• generous paid parental leave
• life insurance
• disability insurance
• wellness program
• flexible spending accounts
• employee referral bonus program

For more information about our benefits visit: www.littler.com/benefits/state-details.

For more information about our firm visit: www.littler.com.

Littler Mendelson is proud to be an equal opportunity employer.

This job posting is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.