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Job Number: 18124676860
Position Title: Director of Administration
Description:

The Director of Administration for the Los Angeles office functions as a business partner with the Office Managing Partner and the senior leadership team, contributing to the strategic planning and implementation of goals and objectives for the office. In this role, the Director of Administration will provide direction, guidance, and advice to managers, supervisors, attorneys, and staff regarding the general business operations of the Firm and the office. The Director of Administration will develop and supervise the office staff by performing a multitude of responsibilities related to the following functional areas: accounting/billing, human resources, attorney and staff recruiting, marketing/business development, research/library, technology, the outsourced facilities/office services/hospitality/reception functions, and overseeing the legal administrative assistant group.

Required Skills:

Responsible for all administrative functions of the office allowing the senior leadership team to focus on the strategic direction and leadership of the office and the practice of law.

Assist the Office Managing Partner, Managing Director of Administration and senior leadership team in the staffing and development of attorneys.

Stay abreast of current and pending applicable employment laws, judicial precedents and market trends in order to make recommendations for the business and operational strategy for the office; assist in developing administrative and business goals for the office.

Partner with the Office Managing Partner, Managing Director of Administration, Chief Administrative Officers and Chief Operating Officer to develop strategic priorities for the office and execute such priorities effectively, efficiently, and in a manner consistent with the Firm’s culture and values.

Work with the Office Managing Partner, Managing Director of Administration, Chief Administrative Officers and Chief Operating Officer to develop, interpret, and monitor the practices, policies, and procedures of the office, ensuring they are aligned with the goals, priorities, and practices of the Firm.

Interface with attorneys on administrative matters as required, informing partners of pertinent activities within the office and of outside factors which might impact the business of the office from an administrative perspective.

Act as liaison to managers, supervisors, and attorneys regarding all operations that support client services and the needs of the attorneys, ensuring that the office and national staff teams provide quality support resources to attorneys, paralegals, and other staff.

Research, develop, and recommend approaches to management issues, planning for the changing needs of the Firm and the office and contributing to cost-effective management.

Actively monitor and take steps to mitigate business, operational, and other risks facing the office, and working with Firm senior leadership team to address challenges and mitigate risk.

Manage internal communication and efforts with other management to develop initiatives for the office and to educate attorneys, staff, and others about recent developments and trends.

Work with senior leadership team and members of the Accounting team to administer department accounts, approve expenses, and prepare the annual headcount and operating budgets for the office. In line with Firm-wide budgeting guidelines, review variances monthly and provide analysis and reports to effectively manage the budget throughout the year.

Together with the Accounting/Billing team monitor, encourage, and support timely billing completion, including reviewing WIP and A/R balances; review monthly billing and collections reports and provide analysis and background information as required by Firm leadership team.

Collaborate with the leadership of other offices and functional areas to develop and implement cross-office initiatives that are complex in scope and design, demonstrating consistent leadership to ensure successful implementation of such initiatives.

Work with the Managing Director of Administration to ensure effective management and use of space to ensure optimal utilization; participate in discussions and analysis related to real estate decisions, such as the need for increased or reduced space.

Responsible for assignment of office space including internal moves, workrooms, new firm members, summer associate arrivals, etc.

Work with building management to coordinate repairs, maintenance, leasehold improvements and any facility upgrades/improvements, ensuring compliance with budget constraints and forecasting appropriately.

Assist in preparation of budgets, bid specifications, evaluation and management of contract compliance.

Assist in the development and implementation of the firm’s space planning.

Handle escalated business inquiries and issues to ensure quick, equitable resolution.

Collaborate with the leadership of other offices and functional areas to develop efficient procedures/communications in order to streamline processes and satisfy various department needs where overlap or duplication may exist, or where opportunities for greater efficiency are present.

Develop and supervise office staff by overseeing a multitude of functions, including but not limited to, hiring, assigning, training, evaluating, engaging, disciplining, terminating, and compensating office staff.

Manage and partner with outsourced facilities/office services/hospitality/reception to ensure consistent and excellent service offerings of the outsourced functions.

Work with other members of the senior leadership team on special projects as needed.

Cultivate a positive and respectful office culture and work environment.

Communicate information and promote communication within the office.

Update and maintain business recovery plan for the office.

Other responsibilities as assigned.

Required Education:

Bachelor’s degree required. Five to ten years demonstrated experience in major functions of the position strongly preferred. Prior experience with commercial leasing, relocation and construction desirable.

Position Available: 12/12/2018
Date Posted: 12/12/2018
 
Contact Information: Email resume and salary requirements to: jtomarken@friedmanwilliams.com
 
 

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