What are the responsibilities and job description for the Director of Administration position at K&L Gates?
Job Description
At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.
We are seeking a Director of Administration to join the Charlotte, Charleston, Raleigh or Research Triangle Park office. The Director of Administration role is hands-on and actively participates in day-to-day operations and administration of the office. The position manages all strategic and administrative operations and executes firm initiatives for the office. Responsibilities include management of all administrative, support and paralegal staff; facilities and space planning, and oversight of essential office services (copy center, mailroom, records and conference/reception). Serve as lead contact for human resources issues (working with the HR Business Partner), and provide counsel to administrative staff and lawyers on policy and morale issues in the office. Serve as strategic advisor to the Office Managing Partner. Financial responsibilities include strategic planning, budgeting, billing, time entry compliance and collections. The Director of Administration plays a leading role on all architectural build-outs and interacts routinely with global counterparts. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.
Office Managing Partner, Chief Operating Officer, Chief Officer of People and Projects, Human Resource Business Partner
ESSENTIAL DUTIES
- Prepares and manages office annual expense budget
- Monitors and manages office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis
- Assists Office Managing Partner in establishing billing rates for timekeepers
- Prepares variance and profitability analysis and ad hoc financial reporting
- Monitors and reports on timekeeper billing, utilization, and time-entry compliance
- Consults with the firm's Chief Officer of Real Estate & Facilities for lease or space issues, planning, design and construction
- Billing and collections functions, including managing the year-end “bottoms-up” process
- Prepares departing lawyer matter reassignments
- Administers trust accounts (where appropriate)
- Participates in internal audits
- Facilitates processing and approvals of AFAs
- Reviews Business Development and sponsorship expense requests
- Responsible for functional department managers/supervisors, paralegals, practice assistants and various administration positions
- In conjunction with firm-wide Human Resources department, administers all human resources functions, including but not limited to: hiring, onboarding, employee relations, performance reviews, salary adjustments, discipline and separation from employment
- Stays abreast of current and pending federal, state and local employment laws and market trends
- Oversees staff development and training programs
- May participate in the integration of new partners and associates and participate in the lateral integration teams
- May assist Office Managing Partner with lawyer promotion recommendations
- May participate in the Associate Review and compensation setting process in conjunction with local ARP committee and Office Managing Partner
- In conjunction with Office Services/Facilities Managers, acts as final decision-maker on any facilities issues not involving the office lease (e.g. procurement of office supplies, services, furniture and equipment, special requests)
- Maintains positive relationships with building landlords, local outside vendors and oversee contracts for various office services
- Coordinates reprographic services, mail and messenger services, switchboard, reception and conference room services
- Consults with the firm's Chief Officer of Real Estate & Facilities for lease or space issues, planning, design and construction
- Creates and maintains office security manuals; enforces security training; and ensures that the office meets proper business continuity obligations of the firm
- Coordinates with Firmwide functional departments on initiatives related to information technology, library services, conflicts, records, accounting, finance, client growth and development
- Coordinates, prepares agenda items and attends Partner, Associate and Staff meetings and reports on office issues as requested
- Plans and coordinates social functions for the office (holiday parties, staff appreciation and other internal events)
- In conjunction with the Client Growth team, strategizes and coordinates external client events focused on client growth.
- Performs other duties and responsibilities as directed
- Travel required if assigned more than one office
ADDITIONAL DUTIES
- Responsible for any other duty that would ensure efficient support to the lawyers and clients of the firm
- Makes suggestions and influences decisions regarding operational efficiencies and cost savings initiatives of the firm
- Encourages cultural diversity and awareness; seeks to create and engender a sense of firm community and pride
- Considers advances in technology and best practices in training and development
- Develops effective communication strategies and may be asked to participate in ad hoc committees and specific functional department strategy sessions
EXPERIENCE SKILLS REQUIRED
- 5 years’ experience in staff supervision and management in a professional services environment; law firm experience preferred
- Bachelor’s degree or higher, or equivalent certification/experience
- ALA’s Certified Legal Manager (CLM) program a plus.
- Demonstrated management skills in finance, human resources, operations/facilities, change initiatives, and strategic planning
- Strong leadership, change management and strategic thinking skills
- Demonstrated knowledge of Microsoft suite of products, including Word, Excel and PowerPoint
- Knowledge of all applicable state, local and federal employment laws
- Excellent written and oral communication
- High degree of problem-solving skills; ability to handle highly-sensitive and confidential employee relations issues
- Proven ability to maintain a high level of confidentiality
- Ability to anticipate potential conflict and reach satisfactory resolution
- Demonstrated leadership in coaching, motivating and developing staff in a professional and collaborative manner
- Demonstrated ability to drive innovation and change while enhancing employee productivity and work ethic
ABOUT THE FIRM
K&L Gates is a fully integrated global law firm with lawyers located across five continents in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world. We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.
The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.
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Notice: We participatein E-Verify in certain Firm locations for purposes of verifying employment eligibility.
BENEFITS
We offer a dynamic work environment and excellent benefits.
EQUAL EMPLOYMENT OPPORTUNITY
The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.
