Regional Administrative Manager

Freeman Mathis & Gary, LLP; Walnut Creek (CA); On-site; USD 120,000 - 160,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

401K plan with employer match

Generous PTO

Life insurance and long-term/disabilty

Employee Assistance Program

Bonus programs

Job summary

Freeman Mathis and Gary, LLP in Walnut Creek seeks an experienced Regional Administrative Manager to lead our administrative teams and support office operations. You will supervise managers, ensure staffing efficiency, and maintain a productive, professional work environment for our attorneys.

The ideal candidate has 5+ years in a professional services leadership role, excellent communication, confidentiality, and a track record of driving operational improvements in a fast-paced setting.

Qualifications

• Bachelor's degree in business administration, management, or related field preferred.
• Minimum 5 years’ experience in a management/supervisory role in a professional service setting.
• Ability to work independently in a fast-paced environment and drive improvements.
• Strong communication and confidentiality with all levels of management.

Responsibilities

• Supervise Administrative Managers, legal assistants, receptionists, and staff.
• Monitor staffing ratios, workflow, and timekeeping for direct reports.
• Assess performance, coach staff, and conduct annual reviews.
• Recruit, hire, onboard, and coordinate interviews and approvals.
• Collaborate with leaders to meet departmental needs and train staff.
• Oversee office operations, vendor relations, budgets, and events.
• Plan and promote office events; ensure clean, safe, stocked offices.

Skills

Communication

Leadership

Time management

Confidentiality

Organizational skills

Interpersonal skills

Education

Bachelor's degree in business administration

Management/related field

Tools

MS Office

Excel

DocuSign

Job description

Freeman Mathis and Gary, LLP is a rapidly growing, national specialty litigation firm seeking an experienced Regional Administrative Manager in our Walnut Creek Office. The Regional Administrative Manager supervises a group of legal support staff and provides support for office operations for assigned office locations. The position provides leadership to personnel supporting the attorneys of the Firm. The primary purpose is to ensure all attorneys have the necessary assistance and physical work environment suitable for the practice of law.

The following set of success factors describe the characteristics of those who are successful in our Firm:

• Unpretentious, Approachable, Respectful, Team Oriented
• Accountable, Takes Ownership, Corrects Mistakes
• Organized, Timely, Confidential, Responsive (within 24 hours)

Duties and Responsibilities:

• Supervise Administrative Managers, legal assistants, receptionists, office coordinators/supervisors, administrative assistants, and interns.
• Monitor and coordinate legal assistant/attorney staffing ratios and workflow.
• Manage timekeeping of direct reports by reviewing and approving weekly timecards, PTO requests, monitoring and managing hours, breaks and overtime requests.
• Assess staff performance, provide coaching/guidance and address performance issues when needed, conduct annual performance reviews of direct reports.
• Understand and able to perform basic employee relations.
• Recruit, interview and hire: review/vet resumes, conduct and coordinate interviews, and obtain final approval for hiring.
• Employee onboarding duties (determine office seating, ensure office services and IT have set up office/workstation and created required User accounts) and offboarding duties.
• Partner with business leaders ensuring needs from different departments are being met.
• Collaborate with the development and implementation of training for assigned staff.
• Work closely with firmwide Directors and Managers to implement and improve firm policies and procedures.
• Ensure the offices are functional, safe, and adequately stocked with necessary supplies.
• Interact with property managers and manage vendors in support of office operations.
• Plan, schedule and promote office events (e.g. monthly breakfasts, happy hours, holiday parties, staff meetings, partnership meetings).
• Monitor costs and expenses to assist in budget preparation.
• Some travel required; other duties as assigned.

Education, Experience, and Skills:

• Bachelor’s degree in business administration, management, or related field preferred.
• Minimum 5 years’ experience in a management/supervisory role in a professional service setting.
• Ability to work independently with little to no supervision and perform in a fast-paced, dynamic work environment.
• Determination and desire to drive continuous improvement of operations.
• Ability to communicate effectively with all levels of management.
• Ability to work with sensitive information while maintaining confidentiality.
• Proficiency with MS Office. Strong Excel skills and DocuSign skills preferred.
• Ability to multi-task, prioritize and work under tight deadlines.
• Excellent organizational skills for optimal workflow and efficiency.
• Excellent time management, interpersonal and communication skills.
• Adaptable to changing priorities and work demands.
• Pro‑active, follows through with minimum direction, and displays initiative.
• Exhibits a positive attitude and has confidence.

What we offer you

• Competitive compensation
• Comprehensive benefits package, including medical, dental, and vision
• HSA and FSA plans available for employees and dependents
• Work-life balance
• Generous PTO policy
• 401K plan including a 3% Employer Safe Harbor contribution
• Firm paid life insurance and long-term disability
• Employee Assistance Program
• Year-end bonuses and referral fee programs

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.