What are the responsibilities and job description for the Office Manager position at dechert?
Job Description
ESSENTIAL JOB FUNCTIONS:
Team Management
Manage the Legal Team Coordinators, Assistants and Administrative Assistants (LTC, LTA, LTAA) as well as Reception team (26 Assistants and 4 Reception/Pantry support) including recruitment, training, coaching, and performance management
Understand business needs to maintain appropriate staffing levels and collaborate with Associate Director of Administration to identify future support requirements
Oversee the team’s assignments and performance by conducting regularly scheduled meetings, coordinating assignment updates, and monitoring schedules, deadlines, and telephone coverage to delegate workflow effectively, ensuring business needs are met and service levels maintained
Provide guidance and resolution of issues as they relate to the team members and/or principals
Regularly monitor the team by conducting floor walk-throughs to promote positive working relationships and foster teamwork and cooperation
Meet with individual timekeepers to make sure all their support needs are being met
Define performance standards and goals, assess individual team members performance, provide timely and effective evaluations (annual, midyear, 90-day), and coordinate salary and bonus reviews
Identify employee relations issues; keep Office Managing Partner, HR and Associate Director of Administration abreast of concerns and trends; provide coaching and determine training and development plans
Ensure that there are always sufficient team assistant resources – review all time off requests and re-allocate work as necessary
Oversee the team’s time and attendance records in the firm’s HR system, including approving timecards, time off requests, and overtime
Office Management
Plan and organize New York office meetings and events, including charity, social, and appreciation activities, by partnering directly with the events team, catering, facilities, IT, and other departments/offices to ensure all functions run smoothly
Work with the Associate Director of Administration, Office Managing Partner, Practice Group Leaders and Partners to identify Business Services Staff support requirements
Oversee vendor relationship for the New York mailroom and related services. Maintain positive and effective relationship with Site Manager and their team to ensure all operations run smoothly
Propose and coordinate the implementation of office-wide policies, practices and procedures to maintain consistency with Firm requirements
Develop and manage the office annual budget, including reviewing and approving payment of all general office-related invoices, and assessing ways to improve office operations and reduce unnecessary costs
Manage the firmwide food delivery account
Develop, communicate and maintain up to date business emergency and contingency plans
Participate in space design and construction projects, related logistics and communication
Develop and maintain positive and productive relationships with various stakeholders, including clients, vendors, and internal teams, to ensure seamless office operations and effective communication
Monitor and maintain a healthy, safe and secure workplace
Perform all other duties as necessary and as assigned by the Associate Director of Administration, Chief Talent and HR Officer, and the NY Office Managing Partner
INTERACTIONS AND CHALLENGES:
This role will work closely with the Office Managing Partner in managing the everyday operations of the office. To maintain consistency throughout the firm, the Office Manager will collaborate with the Associate Director of Administration, the Chief Talent and HR Officer, other OMs, and departments such as Talent, Finance, IT, Facilities, and Client Development.
The Office Manager will be required to constantly exercise critical thought processes to assure the efficient functioning of the office and will be called upon regularly to solve problems in a high pressured and fast-paced environment.
QUALIFICATIONS:
Bachelor’s Degree preferred
5 – 10 years related managerial experience in a professional services environment, law firm experience preferred
People and financial management experience strongly preferred
Excellent written, verbal, and interpersonal communication skills, with the ability to effectively interact at all organizational levels
Ability to prioritize and coordinate work of self and others
Ability to maintain confidential information
Ability to make objective, independent judgments and think critically under pressure
Ability to demonstrate leadership, professionalism, integrity, and a strong work ethic in all interactions and responsibilities
Ability to build relationships, work productively and cooperatively with others
Ability to constantly learn new skills as they become necessary
Systems Required: advanced knowledge of MS Office, all functions; Systems Preferred: experience with budgeting software for professional services; proficiency with document management software
Additional Job Description
At the time of this posting, the salary range for this position in New York is $150,000.00 to $180,000.00 annually. Actual compensation is commensurate with job related knowledge, skills, experience and location of the position.
Location(s)
New YorkTime Type
Full timeDechert LLP is committed to ensuring equal employment opportunity and non-discrimination. The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.
Salary : $150,000 - $180,000
