Administrative Operations Manager

The Admin Operations Manager holds a pivotal role within the firm, overseeing the planning, execution, and continuous improvement of all administrative functions. This encompasses managing the Admin Department, which is responsible for critical tasks such as handling incoming and outgoing mail, managing legal notices, processing fingerprints, preparing closing letters, and other essential administrative functions that support the legal team. Moreover, the Admin Operations Manager is key in reviewing and creating Standard Operating Procedures (SOPs). These SOPs are instrumental in ensuring that administrative processes are efficient, compliant with regulations, and consistently executed across the firm. This role demands a detail-oriented and proactive leader who possesses strong organizational and communication skills and who can effectively manage multiple priorities within a fast-paced and demanding environment.

Duties and Responsibilities

• Oversee Daily Operations:Manage and coordinate all administrative functions, ensuring that all tasks related to handling incoming/outgoing mail, notices, fingerprints, closing letters, and similar functions are performed efficiently and accurately. This may include:
• Delegating tasks and responsibilities to administrative staff.
• Monitoring progress and ensuring deadlines are met.
• Troubleshooting issues and resolving problems.
• Supervise the Administrative Assistant Team Lead:Provide guidance, mentorship, and performance feedback to the Administrative Assistant Team Lead. Work closely with the team lead to ensure that Administrative Assistants execute their tasks effectively and in line with the firm’s standards. This includes:
• Conducting regular performance reviews.
• Identifying training and development needs.
• Addressing performance issues in a timely and constructive manner.
• Scheduling and Workflow Management:Oversee and manage scheduling for the Admin Department, ensuring that all administrative tasks are completed on time. Develop and implement streamlined processes to reduce turnaround times and improve overall efficiency. This may involve:
• Creating and maintaining staff schedules.
• Analyzing workflows and identifying bottlenecks.
• Implementing process improvements to optimize efficiency.
• Documentation, Reporting, and SOP Management:Ensure that all administrative processes are clearly documented and regularly reviewed. Lead the development and updating of SOPs to maintain consistency, compliance, and operational excellence. This includes:
• Creating new SOPs as needed.
• Reviewing and updating existing SOPs to reflect changes in procedures or regulatory requirements.
• Ensuring that all staff are trained on and adhere to SOPs.
• Data Entry and Information Management:Maintain accurate and organized records for all administrative functions. Monitor data entry and document management systems, ensuring that information is updated and accessible for all relevant stakeholders. This may include:
• Overseeing data entry and ensuring accuracy.
• Maintaining electronic and physical filing systems.
• Managing access to confidential information.
• Communication and Coordination:Act as the primary liaison between the Admin Department and other departments (Legal, HR, IT, etc.), ensuring smooth communication and timely resolution of issues. Facilitate effective interdepartmental collaboration to support overall business objectives. This requires:
• Building and maintaining strong relationships with other departments.
• Coordinating with other departments on projects and initiatives.
• Resolving conflicts and addressing communication breakdowns.
• Risk Management and Quality Control:Implement regular quality control checks to verify that all administrative tasks meet established standards. Identify potential risks or inefficiencies within administrative processes and develop strategies to address them promptly. This may involve:
• Conducting regular audits of administrative processes.
• Implementing risk mitigation strategies.
• Monitoring key performance indicators (KPIs) to identify areas for improvement.
• Project Assistance and Special Initiatives:Assist in special projects and initiatives as assigned by the Legal Operations Manager, contributing to continuous process improvement and innovation within the firm. This may include:
• Participating in cross-functional project teams.
• Researching and implementing new technologies or processes.
• Leading special projects from initiation to completion.

Skills and Qualifications

• Education:
• A high school diploma or 3 years of relevant work experience is required.
• An Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Experience:
• Minimum of 3-5 years in administrative or operations management, preferably within a legal or corporate environment.
• Proven experience supervising administrative staff and managing office operations.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with document management and scheduling systems.
• Experience with project management and process documentation software.
• Communication Skills:
• Excellent written and verbal communication skills in both English and Spanish.
• Ability to interact professionally with executives, staff, and clients.
• Organizational Skills:
• Strong organizational and time-management abilities with meticulous attention to detail.
• Capable of managing multiple priorities in a dynamic environment.
• Problem-Solving:
• Ability to identify inefficiencies, propose solutions, and implement process improvements independently.
• Proactive in managing tasks and addressing operational challenges.
• Leadership:
• Demonstrated leadership qualities with the ability to motivate and guide a team.
• Experience in reviewing and creating SOPs to ensure process consistency and compliance.
• Customer Service:
• Strong interpersonal skills with a commitment to providing exceptional service to both internal and external stakeholders.

Key Performance Indicators (KPIs)

• Task Completion Efficiency:Achieve a task completion rate of 95% or higher within established deadlines.
• Customer Satisfaction:Achieve a customer satisfaction rate of 90% or higher based on internal and external feedback.
• Process Improvement Implementation:Track and measure the success of new and updated SOPs, focusing on improvements in turnaround times and overall efficiency.

Work Environment and Schedule

• Location: Onsite
• Schedule: Full-time, standard office hours (typically 8:00 AM – 5:00 PM, Monday to Friday), with occasional overtime as needed.

Training and Development

• Provide ongoing training and continuous education to the administrative team.
• Participate in regular professional development opportunities to stay current on best practices in office management, SOP development, and operations improvement.

Disclaimer:

By applying to this position, you acknowledge and agree that our company utilizes a live monitoring system for work activities. This system is in place to ensure productivity, security, and compliance with company policies. Your application indicates your consent to be monitored during your working hours.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Language:

• Spanish (Required)

Ability to Commute:

• San Antonio, TX 78207 (Required)

Work Location: In person

Salary : $70,000 - $80,000