14 days old
2018-06-042018-07-04

Office Administrator

Pepper Hamilton LLP
Washington, District of Columbia 20005
  • Job Type
    Employee
  • Job Status
    Full Time

Pepper Hamilton LLP is seeking an Office Administrator.  This position is responsible for the day-to-day administrative and business functions including all staff personnel matters, facility operations and expense management. Managing the operations of the Washington, D.C. office to function smoothly, economically and creatively define and enhance the scope of operations.  Department functions supervised are Accounting, Library, Records, Human Resources, Office Services, User Services, Reception and Information Technology.

 

Administrative

  • Oversees and directs all office support functions, including human resources, office policies and procedures, financial management, facilities management, library, and information technology.  Complies with all firm-wide policies and procedures.

  • Maintains clear communication with OMP, office attorneys, staff, and Philadelphia management and staff by proactive and routine conversation; routinely meet with partners, of counsel, associates, and paralegals to assess their support needs.

     

    Human Resources 

  • Evaluates secretary and other support staff headcount and organization structure to provide optimal value to the Firm.  Assign secretaries to support attorneys and paralegals.

  • Directs the office human resources function including: recruiting, position posting, hiring, orientation, compensation & benefits administration, time entry approval, and staff appraisal process. Assure adequate supervision and training occurs during the onboarding of new hires.

  • Enforces staff employee policies.

  • Reviews job descriptions for new or existing positions as developed by the staff member and or HR/training coordinator.

  • Assures all office equipment and support services are in place for new hires.

  • Effectively resolve staff issues. Prepares corrective action plans. Conducts staff exit interviews.

  • Facilitates employee records maintenance and correspondence with Philadelphia HR through the efforts of the HR/training coordinator.

  • Coordinates annual review process for staff.

  • Prepares compensation analysis and recommends annual increases or other salary adjustments.

  • Manages the Dayforce HCM software and approves staff time entries on a daily basis. Assures overtime is approved and managed within budget.

     

    Financial

     

  • Meets with OMP and office partners/of counsel to review and determine budget needs. Prepares the annual operating and capital budget following Philadelphia CAO guidelines.

  • Monitors expenditures on a monthly basis; discusses variances with the OMP.

  • Prepares analysis of budget actual variances as requested by the CAO.

  • Acts as banking relationship liaison for the office.

  • Oversees the office accounting operations including but not limited to accounts receivable deposits, cash logs, recordkeeping for client trust accounts and IOLTA accounts, coordinate issuing of annual 1099 statements, proper enrollment of new client accounts, authorize wire transfers, sign checks and review documentation, review monthly bank statement reconciliations, review petty cash disbursements, authorize local accounts payable disbursements.

     

    Other

     

  • Facilities Management.

  • Acts as liaison with building management and contractors.

  • Manages planned and active construction projects with oversight from Philadelphia administration.

  • Approves/sources office equipment, furniture and maintenance services.

  • Oversees maintenance activities and office repairs. Reviews and approves monthly lease statement, utilities and maintenance services.

  • Oversees conference room usage and meeting needs through the efforts of the conference room steward.

  • Manages the Office Services contract and oversees services.

  • Manages all aspects of office relocation and preparations for relocation with oversight from and in collaboration with Philadelphia administration.

  • Actively participates as a member of the office marketing committee. Acts as liaison for local advertising and promotional campaigns; produces office marketing events.

 

Minimum Qualifications and Skills

  • Minimum of ten years of management experience in the legal industry and/or other corporate industry.

  • Broad scope human resources and administration background covering recruiting, appraisals, compensation, benefits administration; events, and facilities management.

  • Extensive experience managing staff, preparing and monitoring budgets, purchasing and negotiating with vendors;

  • Ability to identify and analyze complex issues and problems and to recommend and implement creative solutions

  • Interpersonal skills necessary in order to maintain effective relationships with OMP, office attorneys and staff

  • Ability to efficiently and effectively assess office concerns and address them to the satisfaction of the OMP, office partners and Philadelphia administration

  • Possess and demonstrate a client service attitude and instill that attitude in the administrative support staff

  • Ability to work more than a 40 hour week to assure smooth office operations

Requirements

Bachelor’s Degree in management or other business discipline. Graduate degree or professional certification (CLM, PHR, SPHR,) preferred.  On-going participation in professional organizations (ALA, SHRM, LMA) to maintain proficiency. 

 

EOE AA/M/F/Vet/Disability

 

Send resumes to kornseyb@pepperlaw.com

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Office Administrator

Pepper Hamilton LLP
Washington, District of Columbia 20005

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Office Administrator

Pepper Hamilton LLP
Washington, District of Columbia

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