Director of Administration

Our client, an international law firm, is seeking a Director of Administration to join their DC office.

Job Summary

The Director of Administration has primary responsibility for the management of support services, operations, facilities, conference center and reception. This includes direct people management responsibilities support services employees and the overall operations management of the office. The Director of Administration works directly with the Office Managing Partner and Senior Director of Operations to ensure seamless office operations and foster a positive, productive work environment.

Job Responsibilities

• Oversee the day-to-day administration of the office, ensuring smooth and efficient operations. Administers and implements firm and local office policies and procedures in a fair and consistent manner.
• Manages lease agreements, determines space usage, plans and executes moves to create an optimal work environment. Coordinate with building management on facilities issues to maintain a safe and functional work environment.
• Coordinates space and resource requirements for the local office. Manage office space assignments and coordinate in-house office moves and lateral attorney integration to optimize space utilization and meet operational needs.
• Develop and manage the local office operating and capital budgets, ensuring financial accountability and optimal resource use. Review and approve expenditures. Perform periodic review of actual spend against budget. Prepare forecast updates throughout the year.
• Selects local service providers, negotiating contract terms and maintaining effective working relationships with vendors. Perform periodic analysis of major vendor contracts and seek competitive bids.
• Create and oversee event budgets, ensuring cost-effective practices.
• Manage catering costs and ensure orders are booked to expense promptly and accurately.
• Act as local office point of contact to communicate firmwide messages related to financial compliance.
• Manage directly, or through subordinate supervisors, the hiring, training, performance management, evaluation and compensation process for the local office support staff.
• Coordinates services of support functions to realize maximum efficiency while meeting the high level of client service expected at the firm. Make recommendations for staffing, to include assignments to lawyers and support services employees.
• Initiates and manages activities to promote a more cohesive work environment such as the Firm life committee, holiday parties, fundraising and/or community service opportunities, etc.
• Develops short- and long-term strategic plans related to the local office support departments. Works with local Administrative Partner and local partners on local, national, and firm-wide initiatives.
• Works with chiefs, directors and managers to ensure that firm-wide programs are properly implemented, maintained and controlled at a level of service and support consistent with all US and International offices.
• Remains knowledgeable of workplace trends to ensure the local office provides a safe, productive and positive work environment. Communicates with entire office in a timely manner regarding policy changes and new developments.

Knowledge, Skills and Abilities

• Demonstrated ability to take charge and make decisions while maintaining a teamwork environment.
• Demonstrated ability to effectively supervise others, including hiring, training, assigning work, managing performance, counseling, and disciplining. Ability to lead others in the development of a cohesive, effective work unit.
• Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload.
• Demonstrated ability to communicate clearly and persuasively, both orally and in writing, on a prepared and extemporaneous basis with attorneys, management, staff and outside parties.
• Knowledge of basic accounting and/or budgeting principles and the ability to track, organize, analyze and report financial data in a clear manner.
• Demonstrated ability to provide quality client service to both internal and external contacts regarding administrative matters of a complex nature. Requires patience, creativity, discretion and the ability to negotiate and persuade.
• Intermediate knowledge of MS Suite to prepare a variety of business communications. Basic knowledge of current trends in office technology tools to optimize productivity.
• Basic knowledge of current local and national labor and employment laws including generally accepted human resource practices, guidelines and legal requirements
• May require the ability to safely lift, move and carry items weighing up to 25 lbs.

Education

The position requires a Bachelor’s Degree in Business Administration or a related field. Equivalent training and experience may substitute for education.

Experience

The position requires a minimum of seven (7) years of increasingly responsible and directly related office management experience that included direct supervision of others, budget administration, and management of multiple office support functions. Law firm experience is preferred.