Director of Administration

Law firm located in Downtown Los Angeles is seeking a Director of Administration to join their office.

Responsibilities include but are not limited to:

• Manage the day-to-day administration of office operations, business functions, financial transactions and budgeting for the LA and SF offices, including but not limited to the following:
• Manage all support staff functions including Legal/Practice/Executive assistants, local operations in coordination with the appropriate departments and department leadership
• Manage local financial operations, including processing of local expenses, implementation and maintenance of internal controls, assist with client billing and payables, prepare office financial reports, support Office Managing Partner presentations, input and monitor budget process, and work with the COAFP to establish competitively priced vendor relationships
• Monitor all staff for performance, attendance, responsiveness and client service commitment, implement disciplinary actions, as required and conduct performance reviews on a timely basis
• Develop and manage staff to ensure quality and consistent level of service
• Implement and promote training and professional development initiatives
• Assist with coordinating staff recruiting efforts, including on-boarding, support and general assimilation of new personnel into the LA and SF offices
• Facilitate compliance and personnel education for harassment and anti-discrimination policies and support diversity initiatives
• Assure safe and secure work environment in compliance with health and safety regulations
• Manage facilities and work with COAFP to handle lease administration, bidding and construction, and overall contract administration for maintenance and repairs
• Work with COAFP to oversee and coordinate vendor renegotiation of lease, relocation and/or office improvements
• Coordinate client and visitor access and support including the identification of appropriate meeting room space, catering services and implementation of necessary security protocols
• Responsible for engaging and supporting firm established COVID protocols and procedures including notifying the appropriate personnel when individuals access space without prior approval or when individuals attest they have been exposed to the virus and contact tracing may be required
• Organize and attend office events, liaise with marketing and provide client event and other marketing support as requested
• Coordinate with CIO and technology Directors to ensure daily IT operations and support is in place and functioning appropriately
• Other projects as requested

Qualifications:

• Undergraduate degree required or equivalent work experience
• 5 + years of office management experience preferably in a law firm or professional services organization
• Demonstrated ability to implement operational best practices and streamline processes
• Ability to analyze financial data, maintain and monitor budgets and report variances, as required
• Office facility buildout experience, preferably in a multi-story space completed within scope
• Excellent communication skills and interpersonal skills
• Ability to thrive in a fast-paced environment, manage multiple priorities, and complete tasks with tight timetables
• Demonstrated leadership and organizational skills
• Proven ability to motivate, coach, mentor, lead and develop personnel
• Strong desire to embrace new challenges, drive change, and develop a “best in class” operation
• Ability and willingness to work flexible hours and travel, when required, to develop and sustain a successful operation
• Strong analytical skills, demonstrated sound business judgment and awareness of project management and change management principles
• Articulate with excellent communication skills
• Results oriented and demonstrated ability to manage projects from inception to delivery

Job Requirements: