Office Manager

DLA Piper; New York (NY); Hybrid; USD 103,489 - 137,126; Full time

Benefits offered by this job

Medical/dental/vision insurance

401(k)

Job summary

DLA Piper is seeking an Office Manager in New York to oversee administrative duties and support strategic initiatives. You will manage budgets and collaborate closely with department leaders to foster a positive team environment and drive engagement.

The ideal candidate should have a Bachelor's Degree, at least 4 years of management experience, and strong interpersonal and leadership skills. The position offers hybrid work opportunities and a comprehensive benefits package.

Qualifications

• Experience with facilities management a plus.
• 4 years’ management experience in a professional services or law firm environment preferred.

Responsibilities

• Responsible for daily administrative duties of assigned office.
• Collaborate with office managing partner to drive office engagement.
• Oversee administrative duties to ensure office operates smoothly.

Skills

Leadership skills

Interpersonal skills

Budget management

Organizational skills

Problem-solving skills

Bilingual in Spanish and English

Education

High School Diploma or GED

Bachelor's Degree

Job description

Summary

The Office Manager, working in collaboration with and in support of the firm’s strategic initiatives, is responsible for the daily administrative duties and business functions of assigned office(s). The position works closely with department leadership to meet the overall needs of the office. Works collaboratively with the office managing partner to drive office engagement and culture. Demonstrates ability to work in and foster a positive team environment. Responsible for managing budgets and projects, and executing office, department and firm goals. Work collaboratively with office and department leaders, lawyers, and business professionals to provide leadership within the office. Serves as liaison between office, other firm departments and external business contacts and vendors.

Location

This position will sit in the New York office and will have oversight of both New York and Short Hills offices.

Responsibilities

• May provide direction and leadership to business professionals, overseeing projects, office support needs, and conducting regular business meetings. Responsibilities may include onboarding, performance evaluations, and recruitment coordination with Talent Acquisition.
• Holds individual meetings with each direct report for at least 30 minutes every month.
• Collaborates with office partners and department leadership on billing and collection efforts, providing financial reports as needed.
• Oversees and supports administrative duties in the office and ensures that office is operating smoothly.
• Collaborates with Regional Operations Manager on office business center, hospitality and reception services to ensure protocols and processes are adhered to, relaying information and escalating issues.
• Timely reports and communicates with Office Administrator and/or Human Resources, relaying information and escalating office, employee relations, or other issues/challenges.
• Represents and supports firm decisions and initiatives, ensuring firm procedures and policies are followed.
• Collaborates with various committees and departments to create meaningful office and business professional relations events to drive office engagement and culture.
• Maintains office administration and operations budgets for all areas of responsibility in collaboration with Office Administrator and Regional Operations Manager. Reviews related to budgets, invoices, vendor payments, etc. on a regular basis to ensure adherence and report status and variances.
• Collaborates with the firm's Real Estate leadership team and Operations on space planning to include refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs and construction management and external use of office space.
• Serves as liaison with landlord and building engineering in collaboration with Operations.
• Responsible for office communications regarding building notices, firm holiday notices, and other announcements as appropriate.
• Oversees local sports ticket program, if applicable.
• Schedules and provides onsite support in collaboration with Office Administrator and Regional Operations Manager for local partner meetings. May attend lawyer meetings and provide administrative updates.
• Assists with generating office and department reports in collaboration with the Office Administrator and Regional Operations Manager.
• Ensures success of local meetings and events in collaboration with onsite team.
• Provides onsite IT, Information Governance, and other department support as needed; escalates issues to appropriate department manager.
• Handles onsite needs and collaborates with other departments for new hires and departures.
• Identifies opportunities for process and office management improvement and relays same to department management.
• Attends and participates in department meetings.
• Supports large projects and programs in the office which may include Operations, IT, HR, Accounting/Billing, Client Events, etc. Participates in and/or helps socialize rollouts of same.
• Serves as a key contributor to the Director of Administration for one or more strategic functional areas within the department.
• Maintains confidential information in a professional and trustworthy manner.
• Other duties as assigned.

Desired Skills

Experience with facilities management a plus. Knowledge of basic accounting principles to include budget management preferred. Strong professional presence, leadership skills. Excellent interpersonal skills required to interact with peers, lawyers, business professionals, and department management on a daily basis. Strong organizational, delegation and problem-solving skills required to interpret and resolve issues as they arise. Ability to drive firm initiatives and develop a positive and inclusive office culture. Ability to multi-task and work effectively in a fast-paced environment and demonstrate strong technical and analytical skills. Must maintain confidentiality and demonstrate good professional judgment.

• Business/professional level Spanish and English speaking and reading/writing required for our San Juan office location.

Minimum Education

• High School Diploma or GED.

Preferred Education

• Bachelor’s Degree.

Minimum Years Of Experience

• 4 years’ management experience in a professional services or law firm environment preferred.

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 working at a computer for extended periods of time, participating in digital/virtual conference calls, and 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.

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.

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].

No Immigration Sponsorship

No immigration sponsorship is available for this position.

Benefits & Compensation

The firm’s expected hiring range for this position is $103,489.00 to $137,126.00 per year depending on the candidate’s geographic market location. The compensation offered for employment will also be dependent on other factors including the candidate’s experience, skills, educational and professional background, and overall qualifications. We offer a comprehensive package of benefits, including medical/dental/vision insurance, and 401(k).

Equal Opportunity Employer

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.