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POSITION FILLED
Job Number: 18104921194
Position Title: Business Manager
Description:

This position is responsible for office management of all aspects of a law office of approximately 106  lawyers and 45 staff members in the Southern California offices.  Coordinates firmwide policies for the offices and implements directives of the Director of California Operations, Chief of Office Services and others in management as appropriate. 

Essential Functions

- General office management, including office operations, implementation and adherence to firmwide policy initiatives, coordination of activities with other administrative managers and supervisors, and coordination with other support functions outside the market.

- Has shared responsibility for various firmwide administrative areas including Human Resources, Information Technology, Accounting, Marketing, Security, and Knowledge Management.

- Supervisory responsibility for general office services personnel including all secretaries, hospitality, office service and other operations functions. Directly supervise and evaluate approximately 35 employees.   Makes secretarial support assignments; assesses attorneys’ support needs and secretarys’ workloads for optimal desk pairings within ratio guidelines.  Acts as liaison with other departmental administrative managers onsite and in other offices.

- Shared supervision of records management activities.

- Assists administrative departments with workflow needs.

- Develops annual expense and capital budgets for facilities and office support service functions and participates in the budgeting process for other relevant areas.

- Responsible for monthly review of financial statements, P&L and cost center detail. Analyze and report to OMP status of budgeted expenses.  Responsible for reviewing and approving all office operations expenses.

- Review and maintain fixed asset inventory control.

- Equipment maintenance and control exclusive of Information Technology inventory.

- Special project management such as leases, allocation of office space, contract negotiations and other projects.Development and implementation of business continuation plan. Responsible for emergency notification system implementation and maintaining database of personnel.

Responsible for facilities maintenance activities. Local liaison with building management regarding space issues. Review rent and other operational expenses and ensure timely submission of payments.

- Oversees internal office event functions and ensures quality control, provisioning and staffing of all hospitality related aspects for guests and employees.

- Participate in Firmwide projects at the direction of the Chief of Office Services.

Required Skills:

Strong leadership, management, problem-solving, organizational, technology and financial skills.  Able and eager to understand, influence, and serve others.  Ability to select, develop, and motivate people and create a positive team environment. Ability to resolve office issues quickly and effectively and to determine appropriate courses of action for the organization.  Flexible, well-developed interpersonal skills and able to interact with employees and others at all levels in an inclusive manner.  Exemplary written and oral communication skills.  Foster a culture of continuous improvement and lead by example.

Supervisory Responsibilities:

Hiring, training, coaching, supervising and terminating of all staff personnel assigned to the Southern California offices.  Implement and enforce Firm initiatives, procedures and policies to be practiced by attorneys and staff.

Equipment to be Used:

Personal computer and other office equipment such as telephone, typewriter, calculator, fax machine, copier, scanner, etc.

Typical Physical Demands:

Manual dexterity sufficient to operate standard office equipment.

Typical Mental Demands:

Able to deal with stress associated with fast-paced work environment.  Multiple priorities/tasks.  Make judgment decisions and adapt to changing work situations.  Grasp and apply new ideas.  Communicate with various personalities at all levels.

Working Conditions:

Position may require working hours in excess of 40 per week in order to meet deadlines.  Works in a typical office setting.  Ability to travel (via airplane, car or train, as appropriate) is required to travel to offices throughout the Firm as well as other necessary business locations.   Position can be based in either Century City or Downtown Los Angeles.

Required Education:

Bachelor’s Degree in a professional discipline such as Accounting, Finance, or Business Administration or equivalent experience.

At least five years management experience; previous law firm or professional service organization environment experience beneficial and experience with planning and managing office moves, relocation and remodeling projects.

All interested candidates must register and apply via the “Join” portal on the firm’s website, www.reedsmith.com. No calls please.

Position Available: 10/08/2018
Date Posted: 10/08/2018
 
Contact Information: Email resume and salary requirements to: shoffstetter@reedsmith.com
 
 

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