Sheppard, Mullin, Richter & Hampton LLP, a global Am Law 50 firm, is seeking an experienced Office Administrator based in the Dallas office.
The Office Administrator partners with the local Office Managing Partner(s) to oversee the day-to-day operations of the Dallas office. Additionally, the Office Administrator fosters positive relationships with attorneys and team members, while supervising, recruiting, and hiring practice and operations support. This position is also responsible for conducting annual performance reviews and preparing salary analysis for the annual merit review process.
The Office Administrator position reports to the Regional Director of Administration and the local Office Managing Partner(s).
Essential Functions of Job:
Successful job applicants will be able to perform these essential functions with or without requested reasonable accommodations. Functions include, but are not limited to, the list below:
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Arrange secretarial and paraprofessional coverage and notary services
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Each morning, assign secretarial coverage and communicate with attorneys regarding same
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Advise, counsel, and demonstrate leadership skills with staffing issues
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Assist with hiring, onboarding, counseling/disciplining, and termination of support staff
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Promote the client-service orientation of the office by assuring that appropriate client service procedures are utilized by staff and recommending any changes in work procedures or other client service matters affecting the Dallas office
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Reduce the potential for injury to workers or damage to office equipment by complying with written safety and evacuation procedures. Serve as a member of First Response Team and train others on same
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Manage invitations for Firm events (office special events and the annual holiday party)
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Review and regularly update the designated intranet page for the San Francisco and Silicon Valley offices
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Review and approve support staff timesheets and Requests for Scheduled Absences
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Provide managerial coverage
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Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
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Provide excellent client service to everyone
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Ensure that notifications are submitted to building Security of visitors or guests
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Coordinate office repairs and work orders with building management and/or vendors
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Perform daily office walk-throughs, assessing any office needs
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Supervise interoffice moves, including moves to/from external locations
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Contribute to the overall success of the Firm by performing other duties as assigned
Qualifications and Experience
Required Qualifications:
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A minimum of 5 years of progressive management experience overseeing the daily operation and administration of a professional office environment, preferably in the legal or other professional services industry.
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Experience in all aspects of management, including experience in a professional services firm such as a law office.
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Excellent administrative and organizational skills with a proven ability to produce results and meet deadlines.
Education and/or Experience
A bachelor's degree in human resource management is preferred or a related field (e.g., Business Administration, Management, Finance, Technology, Marketing, Law, etc.) with appropriate management experience. Substantial and relevant work experience may be substituted.
License and Certification
CLM, SHRM-CP, SCP, and/or PHR certification is preferred, but not required.
Computer/Software Knowledge
Must be proficient with the Microsoft Office Suite of Programs and Adobe. Proficiency with NetDocuments is preferred.
Work Environment
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This position requires you to work physically in the office Monday-Friday, with some flexibility.
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After-hours and weekend work will be required on occasion as the workload requires.
Travel Requirements
Up to 10%. Minimal domestic travel is required for meetings, retreats, and conferences, as needed.
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Sheppard Mullin is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity and/or expression, national or ethnic origin, ancestry, citizenship, age, marital status, protected medical condition, physical or mental disability, veteran status, or any other characteristics protected by law.