Friedman Williams
Office Administrator Nashville
Job ID: 16926
We are seeking an experienced Office Administrator to oversee day to day operations in our Nashville office. This position will supervise legal support staff and work closely with attorneys and other administrative leaders throughout the Firm. This position reports to the Director of Office Administration and works very closely with the Managing Partner in Nashville. This is a great opportunity to work in a challenging, respectful, and collegial environment and drive innovation and positive change. The successful candidate must possess a strong professional presence, emotional intelligence, sound judgment, and excellent leadership and diplomacy skills to interact with colleagues of all levels in the firm as well as clients and vendors. The ideal candidate will continue to cultivate Bradley’s culture by fostering an environment of inclusion, teamwork and excellence in client service.
Position Responsibilities:
Overall
• Identify and plan for the changing needs of the office, share responsibility with the appropriate partners for local practice management support, and contribute to cost-effective management of the office and, as appropriate, the Firm.
• Works cooperatively with the Firm’s entire leadership and management structure to ensure coordinated delivery of staff services.
• Performs other tasks, participates on committees, or assists on special projects as directed by the Chief Operating Officer and the Director of Office Administration.
• Always maintains the highest level of confidentiality in all matters.
Operations
• Manages all administrative functions of the office including, reception, conference facilities, mail functions, messenger activities, and supplies.
• Manages local vendor relationships.
• Works with the appropriate departments on space planning and design, purchasing, reprographics, records storage, telecommunications, and other administrative management functions.
• Manages Legal Assistant assignments and implements plans for coverage of scheduled and unscheduled absences.
• Monitors and helps manage Paralegal support.
Facilities
• Directly or indirectly responsible for the office space and surrounding facility. Works closely with the building’s property management team and the Firm’s Facilities Manager to ensure that the office space is meeting all aspects of the Firm’s needs, including safety, efficiency, and aesthetics.
• Identifies areas and systems available for improvement, evaluates options, and implements high value solutions.
• May operate as leasing liaison with the Office Managing Partner to plan and implement expansion, contraction, or relocation.
• Monitors leases and works with parties to address future option dates, renewal dates, termination dates, etc.
Accounting and Finance
• Responsible for various components of the operating and capital expense budgets. Works closely with the Firm’s Accounting staff to set the annual budgets. Must monitor and manage to the monthly and annual budgets through variance analysis and other methods.
Human Resources
• Works in concert with the Firm’s Human Resources staff to ensure that the office’s personnel are meeting the Firm’s requirements.
• Functions as the Firm’s liaison between ownership, management, and employees.
• Recruits, selects, trains, orients, and develops staff. As part of this responsibility and in concert with the Director of Human Resources, the Office Administrator will function at the local level with regard to employee relations, evaluation of performance and salary / bonus administration, employee motivation, coaching and counseling, discipline, and discharges if necessary.
• Monitors employee morale and develops and institutes programs in alignment with all locations to maintain continued job satisfaction.
• Collaborates with the Training Manager and other locations’ legal administrators to identify both training and development needs for the support staff.
• Performs periodic market surveys to ensure office compensation structure remains competitive.
• Interprets and administers policies and procedures.
Position Requirements and Desired Skills:
• Bachelor’s degree, preferably in Human Resources, Business, or other related areas
• Prior law office management experience or, at a minimum, management of a team with multiple (8+) direct reports in a professional services organization
• Professional certification is preferred
• Proven track record of identifying and analyzing complex issues and problems in management areas, and recommending and implementing solutions
• Can manage office functions economically and efficiently, organize work, establish priorities, and maintain strong interpersonal relations and communications with lawyers and support staff
• Excellent oral and written communication skills
• Accuracy, attention to detail and good organizational skills
• Ability to work under pressure in a fast-paced environment
• Strong time-management skills and ability to multi-task
• Strong client service focus and ability to work effectively in a team environment
• Self-motivation and ability to work with minimal supervision
• Various physical activity may be required