Job Description:
High-profile, international law firm, is seeking an Office Supervisor for their growing office in Plano, Texas.
This exempt employee will be hands on and take an active role in the supervision of the office staff members. Specifically, the Office Supervisor is responsible for the administrative and talent management activities of the office; for establishing and maintaining ongoing communication with the other departments and the office administrator. Coordinate or provide support to the attorneys in their practice area. This position requires an individual with some knowledge of accounting, human resources, information systems, and facilities management. Related duties include, assisting with business development activities, and professional recruiting as needed.
Duties & Responsibilities:
Finance and Accounting:
- Assists the Office Administrator in preparing annual expense budget for the office.
- Processes and approves, if applicable, all operational office invoices, checks, check requests, and reimbursement requests before processing in Chrome River.
- Assist Office Administrator reconciling expense transactions on the monthly budget report.
- Review and submit staff time entries.
Records and Conflicts:
- Serves as the liaison to the Records and Conflicts department.
- Maintains quality control of client records, both in-0ffice and off-site for the office under the direction of the Records department.
Human Resources:
- Works under the direction of HR and the Office Administrator on all employee matters.
- Identifies staff requirements of the office with the assistance of the Office Administrator and submits to the HR Director for approval; Recruits, hires, onboards, integrates, and develops/trains staff members.
- Participates in termination as appropriate with the approval of the Director of HR.
- Administers policies and procedures of the Firm to support staff as well as following policies and procedures.
- Assists the Office Administrator with combining the feedback from review participants and self-evaluations to prepare a balanced staff performance review annually; Conducts connect meetings with individual staff members and attorney feedback sessions regularly; Conducts quarterly staff meetings.
- Maintains staff attendance records and maintains confidential staff personnel records.
- Evaluates and coordinates workflow within the office, adjusting when necessary.
- Monitors over-time usage and obtain the appropriate approvals prior to the staff member working the time.
- Prepares for and attends monthly connect meetings with the Office Administrator.
- Attends HR/OA/OS meetings and provide relevant knowledge and interaction regarding the subject matter.
- Reviews and stays abreast of all policies and procedures in the Employee Handbook.
- Reviews and communicates the firm benefits to staff members and potential candidates.
- Writes articles regarding the office to submit to the editor of the firm newsletter.
- Provides appropriate feedback to the Benefits Department regarding any benefit needs or feedback from office participants.
- Responds to inquiries by attorneys and staff in the offices as well as other departments in the firm.
- Seeks knowledge of the local market and proactively shares information with the HR/Benefits departments.
- Manages by active engagement and monitors secretarial and other staff member ratios.
- Assists staff members with work tasks as needed.
Information Technology:
- Works with the Technology department as needed.
- Learns and maintains knowledge of Firm’s office technology and procedures.
- Assists the IT department in scheduling training of attorneys/staff in use of Firm’s technology in the designated office.
Administrative Services:
- Coordinates with the Administrative Services department.
- Manages the administrative services utilized in the office including reprographic equipment, mail processing, office supplies, messenger services, phone systems, and vendor relations.
- Coordinates arrangements for office functions, clients, and firm-related meetings.
- Coordinates all physical movements of people and furniture in the offices; serves as on-site coordinator during construction projects.
- Ensures proper maintenance, appearance, cleanliness, and security of the office.
- Maintains vendor and internal relationships with administrative services and facilities; maintains ongoing relations with building management.
General:
- Assists attorneys in business development, diversity, and attorney development activities as applicable under the direction of Business Development.
- Coordinates and executes special yearly activities for the office including United Way, blood drives, flu shot, annual staff event, seminars, and holiday charity events; send appropriate gifts for bereavement, births, weddings, etc., staying within the firm spending limits and approvals.
- Serves as the office liaison to Attorney Recruitment with planning, coordinating, and execution of all aspects of the summer associate program and events for the office.
- Performs other related duties as needed.
Reporting Relationship:
- The Office Supervisor reports directly to the Administrative Partner of the office and the Director of Administration.
- Subordinate staff: Office staff members.
Qualifications:
Knowledge:
- The Office Supervisor should have some familiarity with at least two of the following areas: general management processes, knowledge of basic accounting procedures, HR management, facilities management, law firm technology and automation systems, and law firm business development practices.
- Should possess the ability to mange a multitude of tasks simultaneously.
- Should understand how to interact with a variety of individuals at all levels, both within and outside the firm.
- Should be able to work independently and as part of a team.
Skills:
- The Office Supervisor must possess the ability to communicate effectively, both verbally and in writing.
- Position requires flexibility, creativity, organizational ability, sensitivity to the needs of the diverse staff, follow through, and excellent listening skills.
- Must have effective leadership skills, and multi-task in a fast-paced environment.
- Strong computer proficiency is necessary, with familiarity with an HR Information Systems (preferably Workday), Microsoft Word, Excel, and PowerPoint.
- Must assist staff members in the office with tasks as needed.
Experience:
- Must have supervisory experience, preferably in a law firm or other professional services organization.
- Bachelor’s degree in HR management or business administration is preferred or equivalent work experience.
- Experience managing a multitude of tasks simultaneously.
- Two or more years of law firm professional services supervisory experience.
Compensation & Benefits:
The firm provides a comprehensive benefit package to include paid parking, medical/dental/vision, 401K, raise/bonus structure, etc. in beautiful offices in Plano, Texas!