Operations Manager

D3 Search is currently seeking an Operations Administrator candidate for a well-established and highly respected entertainment law practice headquartered in Beverly Hills, CA (90210).

Position Title:

Operations Administrator

• Note: 5 yrs. of operations experience/expertise in a LAW FIRM setting is REQUIRED.

Location/Map:

Beverly Hills, CA (90210)

Employer Work Model:

Onsite work model (M-F).

Position Summary:

We are seeking an organized and proactive Operations Administrator for a prominent and well-established entertainment transactions law practice situated in Beverly Hills.

The ideal candidate will be responsible for managing various administrative tasks, planning, coordinating, and executing firm events, acting as a liaison between the firm and building management and supporting COO and HR functions. This role requires excellent interpersonal and communication skills, an attention to detail, and the ability to multitask in a fast-paced environment.

Principal Responsibilities:

• Establish, develop, maintain and update electronic and hard copy filing system for the department. Retrieve information from files when needed.
• Organize and set the firm calendar for partner retreats, firm holidays, and meetings (ExCom, Deli, Staff, DEI) a year in advance.
• Seek, schedule, oversee, and track MCLE programs for attorneys.
• Develop advertisements for firm/attorney recognition or charity events upon requests.
• Purchase gifts for clients and staff upon requests from Attorneys or COO.
• Manage and equitably distribute firm sporting event tickets.
• Manage cell phone plans, including dealing with firm cell phone issues and ordering phones.
• Firm wide purchasing such as office furniture, supplies, and pantry items.
• Assist with accounts payable (A/P) tasks as assigned by Controller.
• Organize, track receipts for firm purchases and reconcile the COO’s monthly expense report.
• Coordinate Thursday breakfast and Ad Hoc lunch ordering for firm meetings such as the Quarterly Staff Meetings.
• Serve as a backup for HR in managing absences and finding assistant and receptionist coverage due to absences.
• Assist HR with benefits management and tracking responses.
• Schedule and organize candidate interviews.

Event Planning:

• Plan, present, coordinate and manage firmwide Summer Event and the End of Year Holiday Luncheon, managing to a budget.
• Plan, present, coordinate and manage Administrative Professionals Week activities and gift, managing to a budget.
• Coordinate and manage catering for onsite and offsite attorney meetings and events, including the Bimonthly Attorney Mandatory Meeting and the Annual Partner Retreat.
• Plan events such as monthly sweets and coffee, occasional baby and bridal showers, Valentine's Day Treats, cultural events, Halloween Lunch, and Thanksgiving Breakfast.

Facilities:

• Act as a liaison with building management on GTRBP facilities issues, repairs and tenant issues.
• Member of the building safety committee managing quarterly walkthroughs.
• Manage occasional partner office repairs and renovations.
• Monitor building security as needed including programing of key cards and assigning parking spaces for new employees.
• Arrange and coordinate Building, Fire, Life and Safety Training.
• Provide logistical support to various law enforcement agencies including road closures and security checkpoints, drafting and disseminating information to all tenants.
• Coordinate building access scheduling for vendors and related weekend staffing.

Required Skills & Abilities:

• Positive attitude, proactive and hardworking.
• A self-starter who desires to show ownership and commitment to the job.
• Strong organizational and multitasking skills.
• Ability to source vendors and develop strong relationships with them.
• Excellent writing, communication, and interpersonal abilities.
• Ability to work independently and as part of a team.
• Strong attention to detail, excellent analytical and problem-solving skills.
• Able to preserve confidentiality and exercise discretion.
• Ability to work under pressure managing multiple projects with competing deadlines and priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management system such as iManage.

Employment Status:

Full-time | direct hire employment opportunity. Exempt role.

Salary/Compensation & Benefits:

Starting salary range is up to 100K (DOE/DOQ) plus a comprehensive & robust health benefits package, 401K, generous PTO, paid parking onsite, and many other notable employee perks, etc.

If interested in this Operations Administrator role situated in Beverly Hills, CA (90210), and you meet the above qualifications/requirements, please contact the following D3 rep.:

Don Moser | D3 Search

📬don@d3search.com | ☎️ 213-785-2485

📡 www.d3search.com

D3 Legal Search LLC (aka D3 Search), and its clients are equal opportunity employers. Pursuant to local ordinances, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.