Manager of Administration

Los Angeles, CA 90067

Job Type: Office Operations Job Number: 7384 Salary Range: $135,000 - $165,000

Job Description

Responsibilities: 
  • In collaboration with the Office Managing Member (“OMM”), the Manager will maintain a professional and positive work environment by facilitating effective communication and information-sharing amongst all employees.
  • Serve as a trusted advisor to the OMM and others on employee engagement and culture.
  • Support strategic plans by accomplishing established short and long-term goals.
  • Administer firm policies and procedures.
  • Ensure operations functions are delivering high quality and efficient service to the firm’s attorneys and professional staff.  Review, refine and modify office procedures as needed.
  • Manage the day-to-day operations of the office; troubleshoot and prioritize the use of professional staff and facilities. Manage workflow, assignments, work schedules and staffing.
  • Escalate issues, when necessary, to CAO.
  • Manage, develop, lead, and provide guidance to the assistants, ensuring they are working efficiently and effectively to deliver best in class service.
  • Regularly monitor performance and optimize service by assessing skills and understanding needs of attorneys.
  • Work with the Professional Staff Talent Acquisition Team to recruit assistants; participate in the interviewing process for all other professional staff who will sit in Los Angeles, CA and provide input on hiring decisions.  
  • Work closely with Legal Recruiting, Attorney Development and Business Development to manage the on-boarding process for lateral member new hires to ensure a successful integration.
  • Work with Professional Staff Talent Acquisition Team and Attorney Development to manage administrative processes (e.g. benefits enrollment, time entries, IT coordination etc.) related to employee onboarding and departures.
  • In collaboration with HR Business Partner (“HRBP”), provide feedback and coaching for professional development and individual performance improvement to assistants and professional staff.  Work with HRBP to handle discipline and termination of professional staff in accordance with firm policies and procedures.
  • Evaluate performance of the assistants, synthesize additional feedback, and conduct annual performance review meetings.
  • Manage Ceridian Dayforce process, PTO requests, overtime and daily/evening/event coverage.
  • Support billing, collections and other financial management functions.
  • Prepare annual operating and capital budgets for office.  Monitor and approve related invoices.  Review monthly expense reports to ensure accuracy of billing and budget compliance.
  • With the CAO, oversee construction and all related project activities.  Identify opportunities to accelerate schedule and control costs.  Communicate critical information to attorneys and professional staff on an as-needed basis.  
  • Serve as primary contact with landlord and work closely with appropriate personnel to resolve building-related issues.  
  • Oversee office security, manage and control access cards and keys; manage access for employees and visitors.
  • Maintain space and personnel information used for analyzing office costs and tracking utilization.  Work closely with departmental leaders to determine office assignments and appropriate use of space.
  • Oversee relationships with all vendors. Oversee and provide direction to outsourced on-site office services staff. Participate in the process of selecting qualified providers.
  • Update office business continuity materials.  Act as liaison with building management.
  • Occasional travel required.

Qualifications:
 
  • Bachelor’s degree required.
  • 4+ years of experience in office administration and/or HR management, law firm experience preferred.
The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.
 

Meet Your Recruiter

Amanda Goulart
Senior Principal Recruiter

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