What are the responsibilities and job description for the Office Manager - Austin & San Antonio position at Clark Hill?
Summary of Position:
The Office Manager is primarily responsible for the day-to-day operations of the office(s), including management of staff, ensuring administrative coverage is maintained relative to the needs of the office, facilities management, financial planning and controls. Wherever possible, additional firm responsibilities will be assigned relative to skill set, specific knowledge, experience and consideration of work capacity availability. This role will partner with the Human Resources Director, Office Member in Charge and Senior Director of Operations on any office related issues. Additionally, this role will liaise with all shared services departments.
Essential Job Functions:
Management of Staff
- Supervise the tasks and deliverables for office services and receptionists. Ensure expectations are met and provide feedback and guidance to address any issues.
- Communicate and consistently reinforce all Firm policies and procedures.
- Monitor staff attendance, vacations, and other absences from the office and approves timecards. Identify and document performance issues and provide feedback. In many instances, collaboratively with supervising Attorney and/or Firm HR Director/Manager to resolve interpersonal conflicts and performance concerns through counseling, performance improvement plans and/or termination. Manage employee relations matters (to be more fully defined) in the office, and use judgment on when to escalate to the designated Director or Manager of HR when necessary.
- Coordinate legal support assignments and ensure adequate support coverage for the office.
- Manage the full cycle of office recruitment (non-attorney) for the office including conducting interviews and making recommendations for the selection of non-exempt staff employees and drafting offer letters and initiating background checks. Coordinate with Human Resources (HR) regarding the formulation of offers to targeted candidates. Initiate new employee intake process, including, employee status change requests, and off boarding of departing employees.
- Ensure that all on-boarding steps are effectively and punctually managed to allow for an effective and impactful new hire experience for all new employees and attorneys.
- Optimize planning and utilization of office resources to efficiently and effectively meet office needs.
- Coordinate and provide feedback on annual performance evaluations and compensation for non-exempt staff.
- Assess training needs and propose development opportunities.
- Conduct regularly scheduled staff meetings to discuss firm updates and to field questions from the employees relative to concerns, events, and other office-related issues.
- Coordinates and leads employee recognition and social events for assigned office(s).
- Champion the tenets of a Great Place to Work and foster a positive work environment.
- Conduct exit interviews with all departing staff members, unless otherwise directed by the designated Director or Manager of HR.
Facilities Management and Office Operations
- Manage the Office Services teams, either through an outsourced vendor relationship or the employed team.
- Manage and address building issues, security and safety and train in emergency procedures.
- In collaboration with the Senior Director of Operations, act as a liaison between the firm and the landlord regarding any facilities projects, maintenance requests, or issues, participate in space planning and design for office renovations and relocations.
- In collaboration with the Director of Intake and Records and local office Records Administrator, ensure the proper disposition of client files from creation to final storage; play an integral role in client file acceptance and release as per the onboarding and departure policies.
- Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current.
- Ensure that the office is maintained in good condition, and that all internal and external services supporting the office are functioning effectively. This includes the appearance and functionality of the lobby, conference rooms, occupied and unoccupied offices, break rooms and other common areas.
- Coordinate moves within the office, and work with the Senior Director of Operations to identify required purchases for furniture and other related items, including vendor identification, use and management.
- Coordinate with Systems/Information Technology (IT) department to identify critical, practice specific IT needs and help to ensure that all new and current members and employees have access to the firm’s IT hardware and software tools. When required, work with the IT department to provide necessary approvals for access to the accounts and systems of departed employees (we need to expand upon this and define it more clearly for when they should escalate it to HR).
Financial Management and Budgeting
- Prepare and monitor office budget, making recommendations for cost efficiencies and operational needs.
- Review and approve invoices and expenses for the office, with regard to temporary employees or employment related providing the approval directly to the accounts payable department for processing with a cc to the designated Director or Manager of HR for the office.
- Build and maintain vendor relationships: negotiation of rates, prompt approval and processing of payments; resolution of billing discrepancies; oversight of office and lounge/cafe supplies and services being provided.
- Responsible for administration of the office quick checks process, firm credit card, and attorney trust account.
All other related duties or special projects as assigned or appropriate, as designated by firm management.
Minimum Requirements:
- Bachelor’s degree and two (2) or more years of Office Management, HR experience or five (5) years combination of education and experience
- Candidates must be professional, have experience in managing others, including directing workload, performance management, training, staffing and recruitment.
- Proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Outlook, and Document Management System.
- Excellent communication skills, verbal and written
- Excellent prioritization skills with the ability to manage multiple tasks simultaneously
- Excellent organizational skills
- Thorough understanding of the confidential nature of personnel-related work, and ability to operate under a fundamental principle of confidentiality at all times
Preferred Requirements:
Previous experience as an Office Manager, preferably in a law firm setting
Working Conditions:
- Professional office environment
- Interact and work directly with Human Resources, Operations and Member(s) in Charge (local office (s)) related to firm management and operations.
- Daily interaction with all employees, as well as vendors, building staff, etc
- Fast-paced environment
- Occasional stress-related communications
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