Our client in Palo Alto, CA Is looking for a Firm Administrator for a leading Law Firm:
Basic Function:
Responsible for managing a broad range of operational activities for the offices and executing Firm’s policies and procedures to ensure that full and complete processes are in place covering all assigned functions. This exempt position will also establish and maintain ongoing communication with the departments, office managers, and legal staff for the general administration of the Firm, and for providing staff support to the lawyers in all areas of their law practice.
Essential Duties
Accounting:
1. Approve payment of all invoices (research when required). Review and/or process all check requests and expense reports
2. Assist HR Director in preparing annual expense budget for both offices
3. Procure client accounting information for attorneys upon request
4. Coordinate payment of monthly parking for attorneys and staff under lease and parking validations.
5. Process quick checks and distribution of payroll checks, as needed
6. Coordinate and approve timesheets for all staff members
7. Coordinate any deposit of income and trust funds received by lawyer
Administrative Services:
1. Responsible for reprographics, mail processing, office supplies, messenger services, phone systems, and vendor relations of local office;
2. Coordinate arrangements for office functions and client and firm-related meetings
Attorney Recruiting:
1. Prepare unsolicited resumes and appropriate response letters for summer associates and lateral positions for Hiring Partner’s review
2. Coordinate fall recruiting program (on-campus interviews, fly back offers and interviews, clerkship offers and rejections, etc.)
3. Coordinate summer associate program (maintain budget and calendar, plan events, associate offers and rejections, etc.)
4. Arrange for lateral interviews as requested
5. Coordinate local office Attorney Integration
Facilities:
1. Coordinate all internal/external office relocations along with any physical movement of people and furniture
2. During construction of offices, act as the Firm’s onsite representative to oversee progress and communicate with construction personnel and Firm management
3. Ensure proper maintenance, appearance, cleanliness and security of offices
4. Maintain ongoing relations with landlord
5. Maintains inventory of all physical assets
6. Coordinate paper recycling program and other “go green” initiatives with building management
Human Resources:
1. Follow and administer policies and procedures of the Firm
2. Identify staffing requirements for local office
3. Recruit for approved open positions
4. Conduct/Coordinate training of staff employees
5. Evaluate workloads. Coordinates workflow within the office. Arrange for temporary staffing when required and approved.
6. Provide general supervision of staff employees
7. Responsible for administering disciplinary polices of the Firm; participate in termination of employment of staff employees after approved by Director of HR or designee
8. Compile annual performance evaluation for staff employees
9. Provide monthly report to HR Director and Administrative partner
10. Coordinate departure and exit interviews for assigned office
11. Conduct quarterly staff meetings and provide notes
12. Maintain confidential records
13. Coordinate on boarding process for local office
14. Maintain knowledge of Firm’s benefits, insurance and profit sharing plans
15. Assist Benefits on annual enrollment paperwork and distribute information on new/changing benefits
Information Technology:
1. Coordinate the IT activities in the local office; including installation of equipment, system maintenance, and day-to-day operation of system.
Coordinate periodic technical training in local office
IT contact as needed for on-site assistance
Other Duties
1. Participate as needed in local Business Development matters/events
2. Ensures integrity of library services in coordination with the Firm’s overall library services
3. Participate as needed in local BD matters/events
4. Coordinate office functions and client and Firm-related meetings.
5. Perform other related duties as needed or assigned.
Reporting Relationship
The Office Manager reports directly to the Director of Human Resources and the local Partner-in-charge/Administrative Partner
Subordinate staff: Administrative staff Legal Support
Qualifications
Knowledge
The Manager should be familiar with general management processes and possess knowledge of basic accounting procedures, human resources management, facilities management, law Firm technology, and law Firm business development practices.
Skills:
Position requires flexibility, creativity, organizational ability, sensitivity to people’s needs, and excellent listening skills. This employee must have strong leadership skills and the ability to delegate effectively. Ability to communicate appropriately (verbal and written) with all levels in the Firm. Strong managerial and/or supervisory skills along with political acumen are essential to this position. Must possess leadership skills that models the Firm’s culture and vision. Must be proactive and able to multi-task.
Experience:
Bachelor’s degree in human resources management or business administration, or equivalent work experience. Five to seven years law Firm management or professional services experience needed.
Physical Demands:
While performing the duties of this job, the employee regularly remains stationary and communicates and exchanges information with the Firm attorneys and staff.
Working Conditions
Office Environment. Travel may be required
Please visit us on the web at www.frontlinesourcegroup.com
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Equal Opportunity Employer, M/F/V/D. Candidates must have authorization to work in the U.S. Clients will not sponsor visas.
Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas (Arlington, Austin, Dallas, Fort Worth, Plano, Houston Galleria, Lewisville, West Houston, San Antonio, Sugar Land, and The Woodlands), Tennessee (Nashville and Brentwood), and Arizona (Phoenix and Scottsdale).
Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements. We work with clients and candidates in all areas of the United States and Canada.